Auxiliar de Archivo y Gestión documental, NPSA 4- Conformación de Roster
Organizational Context
The United Nations Development Programme (UNDP) in Colombia supports national efforts towards peace, sustainable development, and poverty reduction. Operating across 32 departments, UNDP collaborates with government agencies and civil society to strengthen public policies and institutional capacities. This role supports projects focused on social protection and inclusion, particularly for vulnerable populations, contributing to the achievement of the Sustainable Development Goals.
Job Purpose
This role serves as a transversal support function for technical and operational areas within UNDP Colombia's projects. The primary purpose is to ensure the efficient organization, custody, conservation, and timely availability of project documentation. By managing information and records effectively, this position contributes to the smooth execution, monitoring, auditing, and accountability of projects. It plays a crucial part in maintaining transparency, operational efficiency, and robust knowledge management, mitigating risks associated with document loss or non-compliance with institutional guidelines, thereby directly supporting project objectives and the overall mission of UNDP.
Responsibilities
The role involves providing technical support and improvements in document management processes. Key duties include registering incoming documents in the established system, digitizing physical documents, and indexing them in the designated repository according to UNDP policies. It also entails assisting projects with document management tools, controlling outgoing correspondence, and responding to information requests with strict confidentiality. The position supports knowledge management by participating in training, contributing to practice networks, and consolidating information for monitoring and evaluation strategies. Additionally, it involves preparing management reports, maintaining updated control matrices and databases, and ensuring the availability of project files. The role requires participation in project meetings and activities, adhering to UNDP procedures, and performing other related functions as needed.
Work Experience
A minimum of 4 years of verifiable operational experience in the complete document management cycle (reception, registration, classification, pagination, digitization, indexing, physical/digital archiving, loan, and final disposal) is required for candidates with a high school diploma. Candidates with an undergraduate degree need at least 1 year of relevant experience. Experience with tracking matrices, document inventories, and databases in Microsoft Excel is essential.
Skills
Proficiency in document management processes, including registration, digitization, classification, and archiving. Experience in managing tracking matrices, inventories, and databases (Microsoft Excel). Ability to prepare technical reports. Fluency in Spanish is required. Desired skills include experience with UN systems, cloud-based file management (SharePoint, OneDrive, Teams), electronic document management systems, and applying retention schedules.