Consultancy to support for the creation of the Environmental and Social Safeguards (ESS) SharePoint-based landing page - Ref#577058

The objective of this consultancy is to support the ESS initiative by creating a SharePoint platform where all ESS-related corporate documents, tools, and training materials are easily accessible, and to establish a Community of Practice (CoP) for staff to collaborate, share knowledge, and improve ESS implementation. It complements the current initiative on Safeguarding.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. 

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. 

And we never give up. 

For every child, hope.

Consultancy Title: Support for the creation of the Environmental and Social Safeguards (ESS) SharePoint-based landing page 

Section/Division/Duty Station: Division of Data, Analytics, Planning, and Monitoring, Programme Effectiveness, UNICEF NYHQ

Duration: 01 December 2024 to 31 December 2025

Home/ Office Based: NYHQ / Remote

About UNICEF

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you. For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments. UNICEF has over 12,000 staff in more than 145 countries.

BACKGROUND

Purpose of Activity/ Assignment:

The overall Environmental and Social Safeguards (ESS) initiative is expected to be rolled out on from 01.01.2025. The ESS Framework, encompassing a regulatory framework (policy, procedure, and guidance), tools (Environmental and Social Risk Screening), training materials, and an interdivisional process to manage complaints and feedback (Complaints, Feedback and Redressal Mechanisms – CFRM). A new unit within DAPM concretize the commitment of UNICEF management to implement programmes and activities with a ‘Do No Harm’/’Do More Good’ approach, as part of the Programme cycle.

Since 2020, some UNICEF COs have implemented ESS, mostly on an ad hoc basis. Going forward resources and expertise are expected to be shared to support other COs new in ESS implementation, in addition to simplifying access to Corporate ESS resources.

The objective of this consultancy is to support the ESS initiative by creating a SharePoint platform where all ESS-related corporate documents, tools, and training materials are easily accessible, and to establish a Community of Practice (CoP) for staff to collaborate, share knowledge, and improve ESS implementation. It complements the current initiative on Safeguarding.

The consultant will also ensure better alignment of ESS with other risk areas within the risk management framework including Safeguarding, AAP and data protection. and establish links with other relevant programmatic and operational work including Supply and Operations.

The Risk Management in Programme Implementation and Safeguarding Unit (RMPIS) is expected to manage this consultancy in close coordination and collaboration with other relevant Sections within DAPM and other stakeholders as needed.

Scope of Work:

Design the ESS SharePoint Landing Page and Structure:

1. Information Architecture and Taxonomy – Propose an information architecture for the SharePoint platform that ensures all ESS-related documents, tools, and resources are easy to navigate and access., including the corporate instruments: policies, procedures, guidance, tools (e.g., Environmental and Social Risk Screening tool), training materials, and a link to the Complaints, Feedback and Redressal Mechanisms.

• Finalize the taxonomy and core concepts for organizing ESS-related documents, including policies, procedures, guidelines, and the Environmental and Social Risk Screening tool.
• Prepare the site to receive over 1000 resources, ensuring they are categorized based on a clear taxonomy to reflect ESS standards, making them easier to find and utilize.
• Tag and categorize existing materials according to the structured taxonomy.
• Ensure the material is easily accessible and findable by all relevant staff and stakeholders.

1. Integration and Linkage – Ensure that the SharePoint includes key features such as:

• A home page highlighting key ESS policies and tools, including the Environmental and Social Risk Screening tool and implementation guidance.
• Links to the main instruments (e.g., Environmental and Social Risk Screening tool), training materials, and a link to the Complaints, Feedback and Redressal Mechanisms
• Links to other relevant corporate resources (HR policies, risk management frameworks, operational tools).
• Integrate with other platforms (e.g., internal and external websites) as required to facilitate seamless access.
• A search function and metadata tagging to enhance resource discovery.

1. User-Centric Design and Navigation – Ensure that the platform positions new and existing ESS materials in an accessible and user-friendly way, supporting both staff and external partners.

• Design the platform with a user-centric approach, ensuring that it is visually appealing and aligned with corporate branding and accessibility standards (WCAG 2.0 AA), and quick access to tools.
• Design wireframes for the landing page and develop the information architecture for the entire site.

Create a Community of Practice (CoP) for colleagues involved in:

1. Collaboration Site Setup – Build a dedicated collaboration site within the SharePoint platform to serve as a Community of Practice (CoP) for staff involved in ESS activities.

• Create a collaboration site within SharePoint to facilitate discussions, knowledge exchange, and project updates among ESS professionals.
• Establish a structure with permission-based access, including confidential and open libraries, for sharing sensitive or general information.

1. Interactive Features and Tools – Set up discussion boards, Yammer integrations, and collaborative document-sharing spaces to facilitate communication and knowledge exchange among ESS colleagues.

• Integrate interactive tools such as discussion boards, Yammer feeds, and collaborative document sharing.
• Create metadata-tagged resources, training materials, and calendar views for upcoming events.
• Ensure the CoP provides spaces for confidential and open discussions, with permissions and metadata-driven access control.
• Include interactive features such as event calendars, training resources, and dynamic views into content relevant to ESS.

1. Training Materials and Resources

• Link the CoP to the relevant ESS-related training materials, guidelines, and courses of the ESS SharePoint.
• Establish dedicated pages for knowledge products and case studies, with dynamic views for easy navigation.

1. Networking and Engagement:

• Develop sections for “Who we are” and “What we do” to introduce the ESS initiative and its objectives.
• Encourage the use of the CoP for real-time collaboration on ESS-related issues.

1. Adapt the current PPPX website with the ESS component.

• Integration mapping – UNICEF’s PPPX provides immediate access to Policies, Procedures, and other forms of guidance and information to empower all UNICEF colleagues to take informed decisions at any step of the programme cycle and beyond.
• Integration phase – Adapt the content of the ESS Guidance (under development) to the various steps of the Programme Cycle and complement these.

1. Pilot Testing and User Feedback:

• Conduct two rounds of user testing for both the SharePoint platform and CoP, incorporating feedback to optimize the user experience.
• Pilot test the landing page, key resources, and collaboration tools with a select group of ESS staff to ensure functionality and ease of use before full rollout.

1. Ongoing Maintenance and Future Updates:

• Guidance for Maintenance – Develop a maintenance guide for the continued updating of both the SharePoint platform and CoP, ensuring content remains relevant and up-to-date.
• Create documentation for the continued updating and maintenance of both the SharePoint platform and CoP, ensuring all materials remain current and relevant.
• Establish a process for regular reviews and updates of content, with clear responsibilities, for ESS and other relevant teams to support the platform’s ongoing use and sustainability.

1. Long-Term Sustainability:

• Ensure processes for regularly updating content and tagging new resources are established, so that the platform evolves alongside ESS policy and procedural changes.

Expected Results:

• A fully functional ESS SharePoint platform that provides easy access to policies, procedures, tools, and training materials.
• A Community of Practice within SharePoint that facilitates collaboration and knowledge sharing among colleagues working on ESS.
• User-friendly design aligned with corporate branding and accessibility standards.
• A maintenance guide ensuring the sustainability of both the SharePoint and CoP, with processes for regular updates.
• Two rounds of user testing and feedback incorporated into the final design.

Deliverables:

ESS SharePoint Platform:

• Final taxonomy and tagging system for all ESS materials.
• Fully functioning SharePoint site with user-friendly navigation, accessible design, and centralized ESS-related resources.
• Two rounds of user testing and feedback incorporated.
• Maintenance guide for future updates.

Community of Practice:

• Live collaboration and communication site within SharePoint, with pages dedicated to discussion, resources, and networking.
• Interactive features such as document sharing, Yammer integration, and a calendar for training/events.
• User manual for maintaining and updating CoP content.

Inclusion of ESS in the PPPX website.

User testing reports and feedback implementation.

Final Presentation:

• Provide at least two versions of the SharePoint and CoP structure for review by the ESS team.
• Present final site and CoP design to the ESS and other relevant teams.

Maintenance

• Develop a structured plan detailing tasks to be completed over the 10-month period.
• Establish a protocol for adding new documents and resources from country offices.
• Prepare a report every three months summarizing performance metrics and user engagement.
• Create a repository for all maintenance logs and updates for transparency and accountability.

Terms of Reference / Key Deliverables:

ESS Landing Page and Structure.

Create taxonomy to be used on all sites. Gather requirements from team members. Devise a system for collecting documents from COs - Create information architecture and wireframe. Build Site. Integrate and link the site to other sites/resources. Two rounds of feedback and adjustments.

Deadline: 31 December 2024

Community of Practice.

Set up a SharePoint collaboration site with Yammer, discussion boards, and sharing tools. Implement a calendar, news features, and confidential discussion areas using Teams. Create site pages and provide training for ongoing updates and maintenance.

Deadline: 28 February 2025

Add ESS components to PPPX website.

Map existing ESS-related materials for PPPX - Draft and review new ESS materials with the team. Coordinate with PPPX to publish finalized materials.

Deadline: 31 March 2025

Pilot Testing.

Design interview questions and testing routine. Coordinate with participants and send testing materials. Conduct interviews. Report findings and adjust the site based on feedback.

Deadline: 31 March 2025

Maintenance.

Develop a 10-month maintenance plan that includes protocols for adding new documents from country offices, quarterly performance reports, and a repository for maintenance logs.

Deadline: 31 December 2025

Qualifications

Education: 

Advanced university degree (Bachelors) in the area of computer science, graphic design, social sciences, international development, or related degree.

Work experience:

Knowledge/Expertise/Skills required *: 

• At least 5-7 years of experience in content development and information management for web-based projects
• Understanding of and experience with information communication technologies that underpin UNICEF website production.
• Experience in graphic design and video production.
• Minimum of 5-year MS SharePoint experience 
• Ability to work both collaboratively and independently and to meet tight deadlines.
• Ability to communicate orally and in writing in English.
• Experience of working with UN agencies and knowledge of UNICEF mission and mandate is desirable.

Requirements:

Completed profile in UNICEF's e-Recruitment system and

- Upload copy of academic credentials

- Financial proposal that will include/ reflect :

• • the costs per each deliverable and the total lump-sum for the whole assignment (in US$) to undertake the terms of reference.
  • travel costs and daily subsistence allowance, if internationally recruited or travel is required as per TOR.
  • Any other estimated costs: visa, health insurance, and living costs as applicable.
  • Indicate your availability

- Any emergent / unforeseen duty travel and related expenses will be covered by UNICEF.

- At the time the contract is awarded, the selected candidate must have in place current health insurance coverage.

- Payment of professional fees will be based on submission of agreed satisfactory deliverables. UNICEF reserves the right to withhold payment in case the deliverables submitted are not up to the required standard or in case of delays in submitting the deliverables on the part of the consultant.

U.S. Visa information:

With the exception of the US Citizens, G4 Visa and Green Card holders, should the selected candidate and his/her household members reside in the United States under a different visa, the consultant and his/her household members are required to change their visa status to G4, and the consultant’s household members (spouse) will require an Employment Authorization Card (EAD) to be able to work, even if he/she was authorized to work under the visa held prior to switching to G4.  

Only shortlisted candidates will be contacted and advance to the next stage of the selection process

For every Child, you demonstrate…

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results. View our competency framework at: Here

UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment. 

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check. 

Remarks:  

Individuals engaged under a consultancy will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants. Consultants are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws. 

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.