Request for ARCHIVING THE NATIONAL ROAD FUND OF LIBERIA FINANCIAL DOCUMENTATION

  Description Assignment:   Two Archiver(s) for  archiving financial documents for the National Road Fund of Liberia 
 
Duty Station:         Monrovia, Liberia
  Type of the contract    Contractor arrangement ( Lump sum Contract) 
  Duration:                 Two (2) months  
Expected Start Date:  Immediately after Concluding Contract Agreement
I. BACKGROUND 

On December 12, 2016, the National Road Fund Act was enacted and published on January 26, 2017. The National Road Fund Office (NRFO) is responsible for the day-to-day management and administration of the National Road Fund and is headed by the National Road Fund Manager, Republic of Liberia.

The National Road Fund Office (NRFO) was established for the purpose of financing road and bridge maintenance works and directly associated planning, programming, and management activities.

The governance and oversight of the Road Fund include the approval of the annual Road Maintenance Expenditure Program submitted by agencies authorized to undertake road and bridge works in Liberia. The NRF has an administrative structure that undertakes the core functions associated with collecting, managing, and disbursing funds to and on behalf of agencies authorized to undertake road and construction work in Liberia.

II. OBJECTIVES OF THE SERVICE / WORK 

The National Road Fund Office (NRFO) is seeking the services of two (2) experienced archivers to scan and archive (file) important financial documents for the institution.

 SPECIFIC OBJECTIVES OF THE ASSIGNMENT 

The aim of this exercise is to digitize existing documents (financial files) from the Finance Unit of the National Road Fund into shared folders using multifunctional printers. The converted digital format will be stored in a shared storage space that has been defined by the Finance Officer in consultation with the ICT unit—a document system capable of searching and retrieving for the purpose of attaching the same or for document filing and retention.

Scope of the Project/Deliverables

Convert the original paper document into electronic/digital format using

effective, cost-efficient, and technologically advanced document digitization solution.

The digitized document must be saved with a unique name for ease of

search and retrieval

Document digitization services, includes but are not limited to the following:

Scanning, indexing, unfastening and refastening (in cases of staple wires, clips and etc.) of documents will be done onsite to be determined by the Finance Officer, with 8 hrs. x 5 days a week provision of manpower

The Archivers may work on weekends (Saturdays) as means of completing this assignment within the timeframe of the contract period.

Sizes of the document to be scanned are but not limited to the following:

A4, letter-size, Legal or A3

Scanned images will be saved using industry standards, such as, TIFF, Jpeg, searchable PDF or a like.

Minimum Resolution: 300dpi

Uploading/scanning of digitized records into a defined folder/storage area.

Additional responsibilities:

The Archivers will be responsible for relabeling the files for each month to align with the period of the transactions

Responsibilities of the National Road Fund

It is the responsibility of the Finance Unit to provide a working area complete with a scanning device/Multifunctional printer, a chair or table, and a master list of all files with details with the complete list of folders and description of the files.

Confidentiality of Data
The provider of this digitalization service shall ensure that all documents to be scanned are kept secure, and confidential at all times and that scanned/completed documents are immediately returned to their original filing shelves.

The Archivers hired shall be required to sign a non-disclosure agreement

Remuneration

The two (2) Archivers will receive a monthly salary of US$ 400.00 (Four Hundred United States Dollars) each upon satisfactory completion of services performed

IV. Facilities to be Provided by the Client

The National Road Fund Office (NRFO) shall make available to the Archivers an office working space and all financial and Human Resources documents, necessary for undertaking the assigned task.  

V. LOCATION, DURATION AND TIMEFRAME OF THE WORK /DELIVERABLES/OUTPUT AND PAYMENT MILESTONE.   

This assignment is expected to be completed within a period of 2 months and will be based in Monrovia.

VI. INSTITUTIONAL ARRANGEMENT / REPORTING RELATIONSHIPS   

The two Archivers will work under the overall direction and guidance of the Finance Officer Operations Assistant and the Road Fund Manager.

VII. Minimum eligibility criteria of the Individual Contractor:

Minimum of a High School Diploma

Experience: The Archivers should be experienced individuals and have been providing related services for a maximum period of two (2) months

Competencies:  N/A      

VII. CONFIDENTIALITY AND PROPRIETARY INTERESTS

All deliberations relating to the contract including all information collected from various meetings/documents, primary & secondary data etc. shall be kept confidential and shall not be divulged to any third party either verbally or in writing or in any other form, policies and procedures of the National Road Fund Office (NRFO) will apply.

Selection Method: Competitive Individual Contractor Selection (ICS) method

Application: Two Weeks

Start Date: December 14, 2023

End Note: December 28, 2023

Email: fwolo@nrf.gov.lr / office@nrf.gov.lr

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