ICT Specialist [Retainer]

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. The New York Portfolios Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of the UNOPS mandate in project management, infrastructure management, and procurement management.

The Sustainable Development Cluster supports diverse partners with their peacebuilding, humanitarian and development operations. It was formed by combining the following portfolios: Grants Management Services, UN Technology Support Services (UNTSS), and the Development and Special Initiatives Portfolio.  It provides services to partners' programmes that are designed, structured, and managed with a global perspective and primarily serving partners that are headquartered in New York.  SDC has a footprint of approximately 125 countries. 

UNOPS has signed an agreement with the United Nations to implement defined activities in support of the United Nations Office for the Coordination of Humanitarian Affairs (OCHA).

This position is in the Information Management Branch in the Office for the Coordination of Humanitarian Affairs (OCHA) in New York. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. 

OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.  This position is within OCHA´s Information Services Section (OCHA/IMB/ISS). The incumbent reports to the Data Analytics Officer.

The incumbent of this position will be personnel of UNOPS under its full responsibility.

Purpose and Scope of Assignment 

Reporting to the Data Analytics Officer, the ICT Specialist is responsible for managing and maintaining SharePoint sites, ensuring efficient use of resources, and implementing governance controls to prevent site sprawl. This role involves collaborating with site owners, monitoring site usage, and enforcing policies to keep the SharePoint environment organized and optimized. No travel is required for this position. 

The functional responsibilities include:

• Site Cleanup and Governance:

  • Identify and assess inactive or obsolete SharePoint sites.   

  • Collaborate with site owners to determine site relevance and usage.

  • Implement site policies to control site proliferation.

  • Define the lifecycle of sites by specifying closure and deletion timelines.

  • Ensure compliance with organizational guidelines and legal requirements.

• Site Closure and Deletion:

  • Create and manage site policies for automatic site closure and deletion.

  • Specify rules for when sites should be closed and deleted.

  • Communicate with site owners regarding site closure timelines.

  • Monitor site closure progress and enforce policies.

• Storage Optimization:

  • Monitor storage usage across SharePoint sites

  • Identify large files, outdated documents, and excessive versions.

  • Educate site owners on best practices for document management.

  • Implement version trimming to avoid unnecessary storage consumption.

• User Training and Support:

  • Provide guidance to site owners on site management best practices

  • Conduct training sessions on SharePoint governance and cleanup.

  • Assist users in understanding site policies and their impact.

• Reporting and Analysis:

  • Generate regular reports on site usage, closures, and deletions.

  • Analyze trends and recommend improvements.

  • Collaborate with IT teams to optimize SharePoint performance.

a. Education 

• Advanced degree (Master’s degree or equivalent) in Computer Science, Information Systems / Technology, or related field.

• A first level university degree with an additional two years of relevant experience may be accepted in lieu of an advanced university degree.

b. Required Work Experience 

• A minimum of five (5) years of experience with SharePoint Online Administration, Migration and/or  Governance

• Demonstrated recent experience in SharePoint permissions, site structure, and/or metadata

• Experience with Microsoft 365 Groups and associated site collections

c. Desired Work Experience

• SharePoint certification (e.g. Microsoft Certified: SharePoint Administrator)

• Experience with PowerShell scripting for SharePoint management

• Understanding of document retention policies and compliance

• Strong communication and collaboration skills

d. Languages

• Fluency in English (read, write, speak) is required. 

• Knowledge of another UN language (Spanish, Arabic, Russian, and Chinese) is an asset.

e. Other Requirement:

**This is a home based position, the selected candidate is expected to follow EDT working hours (9 a.m. to 5 p.m. EDT Monday through Friday)**

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.