Knowledge management and MS SharePoint Consultancy

Project Context and Scope: 

IOM Pakistan seeks the services of a qualified Knowledge Management and MS SharePoint Consultant to assess the Country Office’s current SharePoint environment, document storage and management practices, data structures, including their existing deficiencies, usability, and areas of concern, and to propose, design, and implement a new solution using Microsoft SharePoint Online

Organizational Department / Unit to which the Consultant is contributing:

The consultancy will be integrated in the Resources Management Division, under the direct supervision of Head of ICT (ICT Officer), and the consultant will be collaborating with all RMD Units, the Project Support Unit and other Programme Divisions/Units.

• Tangible and measurable outputs of the work assignment
  • Baseline Assessment

The consultant will engage with IOM Pakistan stakeholders to:

1. Perform a baseline assessment of the organization’s current SharePoint environment, document storage, management practices, data structure(s), including their existing deficiencies, usability, and areas of concern.

• Solution Design and Build of New Solution:
  • Leveraging existing discovery work, document requirements on what IOM Pakistan needs for the future solution in regard to record/document storage and management purposes and for sharing of information with other teams across the organization.
  • The consultant will produce a design of the new SharePoint Solution including the architecture, functionality, as well as wireframe examples.
  • Draft a scope of work to meet the goals, requirements, and specification for the new solution to be approved by IOM Pakistan.
  • Develop and implement a migration strategy and plan to be used for migration identified documents from selected repositories to the new solution in a pragmatic way.
• Implementation of New Solution

The consultant will configure and deploy the new solution ensuring that:

1. The new solution, including SharePoint elements, such as sites and document libraries, are effectively structured and configured.
2. Pages and other links are set up as needed for ease of access and use.
3. Appropriate security and permissions are established and set up correctly.

• Migration of Documents to the New Solution

Once the core elements of the new solution have been configured, the consultant will guide and assist with the migration of identified documents from existing repositories to the new solution.

• Solution and End User Documentation and Training

The consultant will provide systems (role-based) end-user documentation (manuals, user guides in digital format) and training to ensure the effective and successful use of the solution.

1. Train key users or site owners so that they are able to continue evolving the solution as needs arise. On specific tasks such as but not limited to: i. Creating pages, quick links, views, and other features. ii. Uploading documents, naming, and tagging them appropriately. iii. Document Management
2. Train site owners in site management to be able to maintain access, noting that different publishers may be responsible for different areas of the site.
3. Develop and provide user guides for IOM Pakistan to be able to continue with ongoing management and evolvement of the new solution.

• Solution Delivery, User Acceptance Testing and Go-Live

The consultant will work with IOM Pakistan to provide the necessary technical staff to carry out the acceptance testing of the new solution prior to going live.

• Performance indicators for the evaluation of results

Task	Performance Indicators	Timeline
Consultation	Scope of work with clear understanding of IOM Pakistan’s needs and requirements, schedule of activities and milestones, list of expectations and timelines. Initial conceptual design of new SharePoint Online solution to address needs and requirements. Migration plan of identified documents from current repositories to the new solution.	2 Months
Solution Design	Graphic design and build of the new solution are completed, including but not limited to: Architecture Functionality Wireframes Workflows, access, and support Other works as appropriate	3 months
Implementation	The new solution is configured and set up with all agreed key features and requirements. All iterations are completed based on client and user feedback. Security is configured. All identified documents are migrated to new solution.	4 months
Training	Key solution focal points are trained to use and maintain the system. Staff are trained and able to use the solutions effectively	2 months
Document and Report	All documentation and training material completed. Final report of work done and recommendations.	1 month

• Education, Experience and/or skills required

Education: A bachelor’s degree or equivalent in a related field, such as computer science, information technology, or web design, can be beneficial.

Technical Skills: Proficiency in SharePoint Online: An in-depth understanding of SharePoint Online’s features, architecture, and capabilities is crucial.

Design and User Experience: User Interface (UI) and User Experience (UX) design skills to create visually appealing and user-friendly SharePoint site; Information architecture and navigation design for efficient content organization.

Certifications: Relevant certifications, such as Microsoft Certified: SharePoint Developer, to validate SharePoint and other related skills.

Problem-Solving and Troubleshooting: Strong analytical and problem-solving skills to address issues, customize solutions, and optimize SharePoint site.

Communication Skills: Effective communication is essential for collaborating with stakeholders and understanding their requirements.

Project Management: Familiarity with project management concepts is valuable.

Business Acumen: Ability to understand and consider business needs, objectives, and goals.

Teamwork and Collaboration: Ability to work and collaborate effectively with team and business users.

• Travel required

No.

• Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: demonstrates willingness to take a stand on issues of importance.
• Empathy: shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.