Work Remotely as a Knowledge Management & Digital Collaboration Officer at iMMAP Inc (home based globally)

International ConsultantOrganization: iMMAP Inc.

Country: Home Based

Duty Station: Home Based

Closing Date 01 March 2024

Organization

iMMAP Inc. is an international nonprofit organisation that provides information management services to humanitarian and development organizations. Through information management, we help our partners target assistance to the world’s most vulnerable populations. Our core philosophy is that better data leads to better decisions and that better decisions lead to better outcomes. iMMAP Inc.’s critical support to information value chains helps to solve operational and strategic challenges of our partners in both emergency and development contexts by enabling evidence-based decision-making for better outcomes.

Background

The Knowledge Management & Digital Collaboration Officer will operate independently within the iMMAP Inc. framework, focusing on the management and structuring of internal systems, processes and workflows to enhance collaboration and information flows. Reporting directly to the Strategic Planning, Technology and Innovation Director and being part of iMMAP Inc. Global Technology team, the KMO’s primary responsibility is to establish and maintain an effective iMMAP Inc. Knowledge Management System (KMS) and its different components tailored to the organization’s digital landscape. 

Description of Duties

1. Knowledge Management Strategy Implementation: 

• Support iMMAP Inc. leadership in management of iMMAP’s Global Knowledge Management Strategy. 
• Support iMMAP Inc. units and teams in integrating KM in all aspects of their operations and activities. 
• Lead efforts to foster collaboration across all levels of the organization, promoting a culture of shared purpose and common goals.  
• Drive organizational change initiatives to foster a modern digital workplace culture centered on collaboration, purpose, and inclusivity. 

2. Communication and Collaboration Tools: 

• Collaborate with the Global Technology team to manage and optimize communication and collaboration tools, such as Microsoft 365 suite. 
• Collaborate with various iMMAP Inc. units and teams to understand their specific needs and integrate them into the overall internal system’s structure. 

3. Information Architecture, Document and Information Management: 

• Support the Global Technology and the Global Communications teams in developing a well-structured and relevant communication & information architecture within different iMMAP Inc. internal and external systems (SharePoint, Teams, iMMAP Inc. website, iMMAP Inc. HRIS). 
• Oversee the structuring and maintenance of iMMAP Global Library, ensuring it serves as a comprehensive resource center and knowledge hub. 
• Develop and enforce standardized document management policies, including file naming conventions, folder structures, archiving, and access permissions structures. 
• Regularly review and update document management policies with input from iMMAP Inc. units/teams. 
• Manage SharePoint information and document structures, taxonomies, and metadata standards. 
• Collaborate with the Global Technology team to implement solutions to streamline internal processes, including project management and administration tasks. 

4. Internal Processes & Communications: 

• Develop and improve internal information flows, visibility, and branding. 
• Ensure a standardized and efficient policy for internal communication channels, such as mailing lists, email groups, teams etc. 
• Facilitate the creation of internal communication and information-sharing spaces within iMMAP Inc. SharePoint. 
• Support the iMMAP Inc. Data Protection Officer (DPO) in developing and enforcing policies and SOPs. 
• Optimize an onboarding/offboarding system for new and departing staff. 
• Collaborate with relevant stakeholders to develop, improve, and enforce internal policies, standard operating procedures (SOPs), and guidelines to enhance organizational effectiveness. 

5. Learning & Development: 

• Support the Global Technology team in developing and conducting capacity strengthening activities, particularly on information security and data protection. 
• Ensure standardization and relevance of global onboarding briefings, training, welcome packs, and handbooks. 
• Implement and maintain onboarding briefings and online training curriculum for efficient knowledge transfer in coordination with all relevant global and country teams. 
• Facilitate the establishment and growth of Communities of Practice (CoPs) within iMMAP Inc., fostering collaboration, knowledge sharing, and professional development among members with similar interests or specialties. 
• Provide technical support and resources to CoPs, including organizing regular meetings, facilitating discussions, and promoting the exchange of best practices and lessons learned across the organization. 
• Provide ongoing support to iMMAP Inc. members in using different collaboration tools effectively. 
• Conduct training sessions on knowledge management, document management, and the use of relevant software. 

Requirements

Education 

• University degree in Library and Information Science, Knowledge Management, Information Management, Communications, or any other relevant field. 

Experience 

• 1-3 years of professional experience in knowledge management, including researching, creating, and implementing KM products and tools, preferably in the humanitarian sector. 
• Proven experience in creating, evaluating, and implementing Knowledge Management strategy, tools, and processes. 
• Experience working with databases, information libraries, communities of practice, etc. 

Skills and tools 

• Proficiency in Microsoft 365 suite of tools. 
• Familiarity with SharePoint administration (expert level). 
• Experience optimizing and managing communication and collaboration tools to enhance organizational efficiency and effectiveness. 
• Ability to develop and conduct training sessions. 
• Proficiency in presenting information in a clear and easy-to-understand manner, including mapping of information, visualizing information flows, and representing organizational structures effectively within internal systems. 
• Familiarity with different collaboration tools and software, such as Miro, Notion, Adobe Document Cloud or similar. 
• Strong technical and general writing skills. 
• Strong interpersonal and collaboration skills and the ability to work effectively with cross-functional teams and stakeholders. 
• Strong understanding of information architecture principles and practices. 
• A basic understanding of data protection and privacy regulations, such as GDPR, and information security best practices is an advantage. 
• Innovate mindset and ability to leverage new technologies for organizational benefit. 

How to Apply

APPLY HERE

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