FAMILY PROTECTION UNITS (CIVIL POLICE) FILING AND DOCUMENTAT

UN Women: FAMILY PROTECTION UNITS (CIVIL POLICE) FILING AND DOCUMENTATION SYSTEM EXPERT, CONSULTANT

Location : Occupied Palestinian territory (Ramallah, with travel to other locations of the oPt)
Application Deadline :13 December, 2011
Additional Category Women’s Access to Justice
Type of Contract :SSA
Post Level :Consultant
Languages Required :English and Arabic 
Starting Date : (date when the selected candidate is expected to start) :January 2012
Duration of Initial Contract :4 months
Expected Duration of Assignment :4 months

Background
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women's rights at the center of all its efforts, UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors.
UN Women oPt, in line with the Palestinian Authority commitment to fight Violence Against Women (VAW) as set in the National Strategy to Combat VAW, approved by the Palestinian Cabinet in January, 2011; in full partnership with the Palestinian Civil Police (PCP) advised by the EUPOL COPPS mission; within the framework of DFID-funded project "SUPPORT FOR DELIVERY OF SECURITY AND JUSTICE SERVICES FOR WOMEN VICTIMS OF VIOLENCE", is supporting the process of institutionalization and capacity development of the PCP Family Protection Units (FPU) through:
a)Finalization of FPU strategy, vision and mission; the set-up of a clear, gender sensitive organizational structure availing FPUs staff job descriptions in line with the strategy, vision and mission and with the PCP structure
b)Identification of minimum standards for Palestinian FPUs, both in terms of hard component as well as human resources, with minimum standards guidelines;
c)Drafting of Standards Operational Procedures for FPUs;
d)Identification of training needs for FPUs staff in light of the above and development of a gender sensitive FPU staff training programme and material;
e)Implementation of the training needs;
f)Enhancing filing, monitoring and documentation systems of FPUs;
e)Equipping FPUs.

The outputs as outlined above will be the framework that will enhance the institutional capacity of the police to manage, monitor and act to protect women and girls from GBV, promote the needs of both male and female police officers and the overall mainstreaming of  gender concerns within the police institution.

Duties and Responsibilities
The “Filing and documentation system” expert will work under the overall supervision of UN Women oPt Head of Office and the direct supervision of the Women Human Rights Unit Project Manager, in close partnership and daily consultation and coordination with Head of FPU and with FPU staff assigned by Head of FPU, as well as in consultation with other PCP staff and the EUPOL COPPS mission. The consultants will report regularly to UN Women and to the Head of FPU.
Building on existing efforts in the domain of supporting the Palestinian Civil Police in filing structure of PCP / FPUs and on the overall structure of the PCP; and coordinating efforts with the team working on finalization of FPUs strategy, organizational structure and job descriptions, as well as the Standards Operational Procedures for FPUs, the international consultant will undertake the following tasks, duties and responsibilities:

-draft work plan to be submitted to UN Women;
-Assess current practice of filing, monitoring and documentation of FPU used
-Regularly meet with UN Women and PCP/FPU to update on progresses and challenges of the assignment;
-Work in close coordination and cooperation with other consultants working on FPUs as well as on matters related to policing and protecting victims of gender based violence;
-Meet with Head of FPU and with relevant PCP staff and PCP decision makers to discuss current status of FPUs filing system, documentation methods, etc. available;
-Meet with other key stakeholders working on similar projects within the security sector;
-Adopt a participatory approach with key stakeholders, during all phases of the consultancy work, ensuring ownership of the process as well as of the final deliverables;    
-Conduct working sessions with FPUs and with relevant actors within PCP responsible for decision making related to identification of a suitable and applicable filing, monitoring and documentation system
-Gather from partners, particularly from Head of FPUs, all available material and information related to existing systems, including those that constitute general practice of FPUs;
-Produce a report on the current existing system; 
-Design a filing, monitoring and documentation system that reflects the following characteristics:

1-Easy to use and easily cross referenced with other systems;
2-To be applied to card index and computerized filing systems;
3-Includes security measures to enable access only by authorized persons and at different levels depending on levels of sensitivity of information;
4-Auditable to verify persons obtaining access and reasons;
5-searchable using multiple parameters ( applicable in the computerized elements of the developed system) ;
6-Sensitive to storage requirements and security measures of documentation
-Develop contingency plans for system failure in the event of technical failure;

-Prepare first draft system, for both paper and soft version system, in line with outcomes of discussion sessions with PCP, UN Women, EUPOL COPPS and other key stakeholders as jointly identified and approved by PCP/FPU, UN Women and EUPOL COPPS for submission to UN Women and PCP/FPUs;
-Organize, with logistic support of UN Women and FPUs, presentation of first draft system of FPU filing, monitoring and documentation methods to relevant stakeholders, including FPU and UN Women, and any other stakeholder deemed necessary, upon previous approval of UN Women and PCP / FPU;
-Gather feedback on first draft and, if required, submit new proposal taking into consideration inputs received;
-Draft detailed terms of reference for the IT company which will develop the data-base system and required office supplies for the application of the paper-based system;
-Provide technical assistance during the phase of the development of the systems;    
-Train FPUs staff on the new system, ensuring understanding and ability to run and manage the system; Lead a piloting experiment of the Filing and documentation system to ensure functionality and ensuring the smooth running of the new system in place and relatively evaluate shortages and suggest remedial solutions for problems faced
-Gather participants and FPU staff inputs during piloting phase of the system and, based on inputs received produce a second draft for discussion and finalization, upon approval of PCP/FPU;
-Submit to UN Women and PCP/FPU final structure of the filing, monitoring and documentation system to be placed including tools and processes;    
-Support Head of FPU, if and as necessary, in presenting the filing, monitoring and documentation system to Chief Police for endorsement;
-Submit deliverable to UN Women, as per contract;
-Submit final report to UN Women regarding the entire process leading to the draft of the filing, monitoring and documentation system including challenges, lessons learnt and recommendations for the implementation.

 Time frame: the assignment is expected to start in January 2012 and to be finalized in four months. 
Competencies
CORE VALUES / GUIDING PRINCIPLES:

-Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct;
-Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.

CORE COMPETENCIES:
-Ethics and Values: Demonstrating / Safeguarding Ethics and Integrity;
-Organizational Awareness: Demonstrate corporate knowledge and sound judgment;
-Developing and Empowering People / Coaching and Mentoring: Initiative-taking; coaching and mentoring ability;
-Working in Teams: Acting as a team player and facilitating team work;
-Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively;
-Self-management and Emotional intelligence: Creating synergies through self-control.
-Conflict Management / Negotiating and Resolving Disagreements: Managing conflict;
-Knowledge Sharing / Continuous Learning: Learning and sharing knowledge and encourage the learning of other.
 
FUNCTIONAL COMPETENCIES:

-Proven ability to work in the field of  document control, filing and documentation system development;
-Demonstrated ability to develop both card index and computerized filing systems
-Excellent organization, processing, reviewing and filing skills, both hardcopies and electronic file management;
-Proven ability to liaise with a variety of stakeholders and partners, including government and international organizations; 
-Demonstrated sensitivity, discretion and high personal standards in dealing with confidential information;
-Demonstrated experience in timely delivering of high-quality products and in managing complex processes within the security sector;
-Results oriented, flexible and problem solving skills.
-Strong analytical, dialogue, consultation and communication skills; 
-Ability to deal with matters that are politically or culturally sensitive. 

Required Skills and Experience
Education:
Advanced University studies in Computer Science, Information Systems, Engineering, Business, or other related scientific / technical discipline.

Experience:

-At least 5 years of relevant professional experience in IT and in designing and managing data and documentation processes and systems ;
-Previous professional experience in relevant field(s) in international settings required;
-Ability to interact with governmental agencies, good interpersonal skills and organizational proficiency;
-Knowledge of the Security Sector in the occupied Palestinian territory will be an added advantage;
-Experience with UN Agencies on security sector will be an advantage.

Language Requirements:
-Excellent communication and drafting skills and fluent in English and Arabic (comprehension, written, and spoken).
 
Submission of application:
 
Interested candidates must submit application, including complete and up to date CV, as per deadline indicated, to the following email [email protected], indicating in the subject line: FILING AND DOCUMENTATION SYSTEM EXPERT, CONSULTANT.
UN Women will only be able to respond to those applications in which there is further interest.