National Consultant: Filing and Cataloguing System for the Archive

About the role

UNFPA Ghana has set up a physical archive to centralize and preserve its institutional documents, 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 standard policy guidelines and a Retention & Disposal Schedule.
• Train staff on archiving protocols, file check-in/check-out procedures and electronic catalogue searching.

Required profile

• Secondary level 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.
• Proven experience organizing physical archiving spaces, creating filing databases and establishing retention schedules.
• High attention to detail, strong organizational ability and discretion with confidential information.
• Spoken and written English proficiency.

Required skills

• Expertise with digital archival software, advanced database management systems, document classification, electronic indexing and Document Management Systems (DMS).
• Ability to audit files, check for missing documents and prepare retention and disposal logs.

The consultancy aims to create a robust, well-structured filing and cataloguing system using library science and records management best practices. The position offers an attractive remuneration package. Selection may involve background checks, medical clearance and visa requirements.