National Consultant: Filing and Cataloguing System

About the role

UNFPA Ghana has set up a physical archive to centralize and preserve its institutional documents and records, but it lacks a structured Records Management System. The organization needs an individual consultant specializing in information and records management to evaluate existing records, design the archiving room layout, build a digital archive tracking system and train staff. The consultant reports to the International Operations Manager.

Key responsibilities

• Audit all physical files designated for the archiving room and define a standardized file classification system.
• Design and implement a physical indexing, boxing, shelf-labelling and location-mapping framework.
• Develop an electronic database or master catalogue for tracking checked-out files, storage locations and file metadata.
• Draft policy guidelines and a Retention & Disposal Schedule for long-term archiving governance.
• Train staff on archiving protocols, file check-in/check-out procedures and electronic catalogue searching.

Required profile

• Secondary education completed; a Bachelor's degree or diploma in Archival Studies, Library Science, Secretarial Studies, Business Administration or a related field is highly preferred.
• Two years of professional experience setting up physical archiving systems and records management frameworks.
• Experience organizing physical archiving spaces, creating filing databases and establishing retention schedules.
• Proficiency in spoken and written English.

Required skills

• Expertise in digital archival software, document classification systems, electronic indexing and Document Management Systems (DMS).
• Ability to audit files, check for missing documents and prepare retention and disposal logs.
• Attention to detail, strong organization and discretion with confidential information.

The consultancy is paid with an attractive remuneration package. Selection may involve background and reference checks, medical clearance and visa requirements.