SCOPE OF WORK
Afghanistan Strong Hubs for Afghan Hope and Resilience (SHAHAR)
Document Management Systems Advisor for Kabul Municipality
Period of Performance On/About (From – To)
O/a January 15, 2020
O/a April 7, 2020
Maximum Level of Effort
72 working days
Base of Operations
position reports to
Van James – Chief of Party
DAI has been implementing the USAID funded Strong Hubs for Afghan Hope and Resilience (SHAHAR) project with the Deputy Ministry of Municipalities (DMM) since late November 2014 and has provided support to up to twenty provincial municipalities across Afghanistan in order to form well-governed, fiscally sustainable Afghan municipalities capable of meeting the needs of a growing urban population. In December 2017, USAID/SHAHAR extended that partnership to include Kabul Municipality in the core areas of administrative efficiency, client management, rehabilitation of municipal landfills, and revenue generation.
The purpose of the Document Management Systems Advisor is to create a computer system to store, manage and track electronic documents and electronic images of paper-based information captured using a document scanner. The SHAHAR project has created a similar system for DMM however this DMS will be rolled out to Kabul Municipality (KM). In advance of this assignment, the SHAHAR team has conducted a feasibility study to confirm that KM is ready to adopt this new system. The Document Management Systems Advisor will review the background information and the options for this system then create an SRS (Software Requirement Specification) document. The advisor, working on conjunction with software developers, will then design the system architecture and User Interface (UI). Once the software is developed and tested, the final version will be deployed in the KM Headquarters.
OBJECTIVES AND DUTIES:
- Review all available documents, including the recent feasibility study and interview Kabul Municipal officials to learn how they are currently managing documents and what they would like to get out of a new system. Interview DMM document managers to assess how they are using their system and collect feedback for improvements.
- Interview and select the Software Developers who will implement this new system.
- Prepare an outline of the Software Requirement Specification (SRS) report to be shared/discussed with project management and Kabul Municipality.
- Finalize the Software Requirement Specification (SRS) report for submission.
- In close collaboration with KM, prepare a Document Management Guideline that describes the process of document conversion from paper into electronic documents, and the documents store, retrieval, and management in the Document Management System.
- Manage the Software Developers to ensure deadlines are met, issues are identified and resolved and stakeholders are informed of progress.
- Roll out the system in KM and train staff on its usage.
- Produce a design of a digital lab, and share with the contractor for construction.
- Prepare a user manual of Document Management System.
- Other duties as assigned by the COP.
- At least five (5) years of experience in managing IT systems, including the design, development and implementation of document management systems.
- Experience using Information Technology to improve quality of work and to eliminate inefficiencies.
- Master’s degree in English, Humanities, Information Technology or other relevant academic discipline.
- Strong organizational skills and attention to detail.
- Previous experience with USAID will be an advantage;
- Oral and written fluency in English.
- Final Software Requirement Specification (SRS) report.
- Prepare a Document Management Guideline.
- Prepare a user manual of Document Management System in English.
Conditions of Work Requirements
Work and living facilities are in high security zones with frequent security drills and protocols and limited access to medical facilities. General work environment and living quarters requires ability to walk numerous flights of stairs on a daily basis. Security protocols require the individual in this position to be able to quickly climb multiple flights of stairs while wearing 30 lbs. of personal protective equipment, walk swiftly or run across uneven terrain without assistance, and enter and exit project vehicles without assistance.