Name of Project: ACBF Regional Capacity Building Project, Africa
Consulting Services: Records Management
Project ID No.: P122478, Grant No.: 6470-3A
Expression of Interest: ACBF/EOI/032/12/RIDA
The African Capacity Building Foundation (ACBF), Africa’s premier capacity-building institution based in Harare, Zimbabwe, is an international organization established in 1991 as an outcome of the partnership between African Governments and the international donor community to build sustainable human and institutional capacity for poverty reduction in Africa. The three major sponsoring Agencies of ACBF include the African Development Bank, the United Nations Development Program, and the World Bank. Other donors include the International Monetary Fund as well as 42 African and non-African countries and institutions.
The Foundation is in the process of establishing a formal professional standard records management system to improve the records management and filing system at the Foundation. The exercise started in 2009 by the Management Action Plan (MAP) team that was working on records management when a consultant was hired to put together the records in the Finance and Accounting Office; in February and June 2011 a team of four consultants, specialized in record management and electronic filing, undertook the digitalization of the Finance and the Foundation documents dated from 1992 to 2001. It has been recognized that that a guiding Policy and comprehensive User Manual are essential to assist users and staff to have a common understanding and approach to records management.
The African Capacity Building Foundation has received a grant from the World Bank towards the cost of the ACBF Regional Capacity Building Project and intends to apply part of the proceeds of this funding towards Consultancy Services for Records Management services.
2.0. Objectives of the Assignment
The main objectives of the assignment are to:
Draft an ACBF Records management policy that incorporates all the components of a standard policy including the following areas:
Definition of terms
Description of the Global Filing Classification System
Maintenance of the filing system
Records Management System for both hard and electronic copies
Records tracking and control
Retirement of non-current records
Records Security and Access
Storage and Preservation of records
Retention and Disposal of records
Design and create an ACBF Records Management User Manual providing step by step guidelines in carrying such activities as outlined in the above named policy including the creation of a classification scheme; records tracking system; and the records and retention schedules among others.
The assignment will entail the following:
Consultations with the Corporate Services Department
Studying the existing ACBF records management system and analysing the digital filing
Conferring with the Records Assistant and the Administrative Assistants on the existing Classification System
Drafting an appropriate Records Management Policy and incorporating it into the User Manual that is benchmarked with similar institutions like the World Bank, African Development Bank and UNDP
Power Point Presentation of the Draft User Manual in a workshop involving all staff of the Foundation
Incorporating staff comments and producing a Final Draft of the User Manual
3.0 Request for Expression of Interest
ACBF now invites eligible and qualified Individual Consultants to indicate their interest in providing the services. Interested consultants must provide information indicating that they are qualified to perform the services giving a description of similar assignments undertaken.
Qualifications of Consultants
The successful Individual Consultant will have proven track record of working with international development organisations and extensive experience in Records Management. The consultants must have an advanced degree in Records Management or equivalent and 10 years of relevant experience related to the assignment.
5.0 Selection of Consultants
A Consultant will be selected in accordance with the procedures set out in the World Bank’s Guidelines: Selection and Employment of Consultants by World Bank Borrowers (May 2004, revised October 2006 and May 2010). Expression of Interest clearly marked “Expression of Interest for consultancy services to provide Records Management services to ACBF” can be submitted as hard copies at the address below on or before 1700 hours local time on 10 July 2012.
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The Executive Secretary
The African Capacity Building Foundation
7th & 15th Floors, Intermarket Life Towers
Cnr. Jason Moyo Ave/Sam Nujoma Street
Tel: (263-4) 700208/10, 790398/9, 702931/2
Fax: (263-4) 702915, 792894
Or through email using the following address firstname.lastname@example.org