JRS-IO Vacancy Announcement

Knowledge Management System (KMS) Consultant

Department: Executive Office

Reports: Head of Information Technology Unit (HITU)

Duration: 1 year (renewable)

Organizational Context

The Jesuit Refugee Service (JRS) is a ministry of the Society of Jesus, acting as an international non-governmental organisation with a mission to accompany, serve, and advocate for the rights of refugees and forcibly displaced people. The organisation was founded in November 1980 and now has a presence in 58 countries. JRS undertakes services at national and regional levels with the support and guidance of an international office (IO) in Rome.

The style of JRS service is human and spiritual, working in situations of greatest need, seeking the long-term well-being of refugees and displaced people while not neglecting their immediate or urgent needs. The main services provided are in the field of education, reconciliation, livelihood activities and psychosocial support. Currently, over 1 million individuals are direct beneficiaries of JRS projects.

Operational Context

The Knowledge Management System (KMS) is an institutional information platform based on SharePoint, established in 2018. In order to enhance global accessibility, JRS launched the "JRS Start" site in 2021.

Key responsibilities

Under the supervision of the Head of Information Technology Unit (HITU) and in close coordination with the International Internal Communications Officer (IICO), the Knowledge Management System Consultant (KMSC) is responsible for facilitating access to the KMS for Global JRS, delivering training on its usage, and maintaining the system. Specifically, the KMSC will perform the following duties:

Coordination-related tasks

• Participate in coordination meetings and mechanisms to ensure that the KMS architecture is in line with the overall JRS strategy, in general, and the Internal Communications priorities, in particular.
• Coordinate with Global JRS to ensure that relevant data is accessible through JRS Start and that duplications between SharePoint sites are avoided;

Framework-related tasks

• Develop a KMS strategy in line with the Internal Comms (IC) strategy and the overall Global JRS Strategic Framework.
• Develop a KMS policy in line with the IC policy.
• Implement and enforce KMS strategies and policies ensuring accountability of stakeholders.
• Consult with management to identify effective ways to apply SharePoint toward the Strategic Framework

IT-related tasks

• Assist with the maintenance of the KMS, by collaborating with key stakeholders to ensure accuracy and update of information provided.
• Ensure the roll-out of JRS Start to JRS offices worldwide,
• Establish and manage accessibility permissions related to global files and knowledge resources;
• Collaborate with the IICO to determine most viable technical solution for publishing and disseminating internal communications content on a regular basis.
• Stay updated on the latest development in Microsoft products and develop training resources accordingly.
• Manage, revise and customize the layout of the KMS by creating, organizing and deleting SharePoint site.
• Oversee KMS maintenance activities, including adding and removing SharePoint site administrators, members and guests. Maintain SharePoint security by managing sharing settings.
• Analyse user activity and inform HITU about SharePoint use.

Capacity building-related tasks

• Contribute to the development of training tools and materials and coordinate and assist in delivering information/training sessions to management and staff ;
• Conduct training and informational sessions to teach employees how to use SharePoint.
• Provide support and troubleshooting assistance to users, serving as help desk for Global JRS;
• Assist Regional and Country Offices in building Regional and Country hubs on JRS Start.
• Provide technical support for SharePoint users.

Qualification and Competencies

• University degree in a relevant area
• Working proficiency in English, both verbal and written
• Good writing, editing, verbal communications skills and presentation capacities
• Proficiency in the use of Microsoft Office 365 Suite, SharePoint, OneDrive and Windows Servers.
• Advanced skills in SharePoint, including administration and customization.
• Ability to think creatively and systematically to devise customizations and uses for SharePoint.
• Knowledge of best practices for maintaining information security.
• Experience with troubleshooting system shutdowns or serious software problems efficiently.
• Strong interpersonal skills and the ability to work in a multi-cultural, international, professional environment
• Strong organizational skills and leadership skills, including problem-solving, analytical abilities, time management and effective multitasking
• Ability to handle confidential and sensitive company information responsibly.
• Ability to translate technical jargon into layman’s terms for explanatory purposes.
• Clear and effective communications skills
• Ability to work both independently and as part of a team.

Desirable:

• Working knowledge of other languages (French, Spanish and/or other)
• Understanding of and commitment to humanitarian relief work and international humanitarian standards
• Knowledge of Windows PowerShell

Core values and ethics

• Commitment to JRS’s mission, vision and values; ability to convey with enthusiasm JRS’s role in accompanying and serving forcibly displaced people and to advocate for their right to protection and a life in dignity
• High integrity, honesty and confidentiality; ability to deal tactfully and discreetly with people, situations and information
• Acceptance of diversity and inclusion as a core value

Terms and Conditions

Please note that this position is only open to candidates who possess EU citizenship or other legal authorization to work in the European Union

Successful candidates will be offered a consultancy contract.

How to apply

All applicants are requested to submit the following documents by 11 September 2023 at this link (https://www.impactpool.org/jobs/976972):

• A cover letter describing the candidate’s desire and motivation to work for JRS and how her/his qualifications and experience are a good fit for this position
• Curriculum Vitae (CV) in English, including three (3) professional references with contact information, phone and email address

Only shortlisted candidates will be contacted

Thank you for your interest in joining JRS.