Consultant - Expert in User Support of the Register of Museum Funds of Ukraine (Ukraine, Ukraine)

JOB DETAILS

Type of contract : Consultant Contract

Level :  Level 2 - Middle

Hiring Unit : Culture Sector (CLT)

Duty Station : Ukraine

Work location : On site

Hiring open to : External candidates

Application deadline (Midnight UTC+2 Time) : 27/05/2026

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW

Within the framework of the digital transformation of Ukraine’s cultural sector, one of the key instruments for the registration, preservation, and administration of cultural assets is the Register of the Museum Fund of Ukraine. The Register is intended to ensure the systematization of data on museum items, the unification of approaches to their digital registration, and the establishment of a unified information environment for interaction between museums and the State.

During the implementation and further development of the Register, particular importance is attached to the provision of stable user support, prompt response to requests from museums, proper system administration, and user assistance in working with the Register’s functionalities. Given that numerous museum institutions with varying levels of digital capacity are involved in the system, it is essential to ensure clear mechanisms for consultations, training, and methodological support.

Furthermore, the continuous operation of the Register, timely identification of technical issues, coordination with development teams and system administrators, and formulation of proposals for functional improvements are critical to ensuring the effective performance and further development of the system.

In this context, the Ministry of Culture of Ukraine requires professional support aimed at administering the Register of the Museum Fund of Ukraine, organizing user support services, training museum representatives, and collecting technical and functional requirements for further system enhancement.

Long Description

The strategic objective is to ensure the effective functioning of the Register of the Museum Fund of Ukraine as a state information system that supports the digital registration of museum items, enhances the quality of museum documentation, and ensures an appropriate level of interaction between museums and the Ministry of Culture of Ukraine.

To achieve this objective, it is necessary to ensure:

 ● stable and uninterrupted operation of the Register;
 ● timely and high-quality user support for museum institutions;
 ● organization of systematic user training on working with the Register;
 ● preparation of methodological materials, instructions, and explanatory guidance;
 ● user support during the implementation of updates and new functionalities;
 ● collection of feedback and formulation of technical requirements for system development;
 ● coordination of interaction among users, administrators, and development teams.

Thus, support for the Register of the Museum Fund of Ukraine constitutes an essential component of the digital transformation of the museum sector and the effective management of museum resources at the state level.

ASSIGNMENTS

The purpose of the assignment is to provide user support and coordinate day-to-day functional administration of the Register of the Museum Fund of Ukraine, including prompt response to requests and inquiries from museum institutions, organization of user training, preparation of methodological and explanatory materials, and collection of proposals and technical requirements for further system development.

The assignment also includes monitoring the continuous operation of the Register, interaction with development teams, system administrators, and museum representatives to ensure proper system functioning, and facilitating the implementation of data backup, protection, and recovery procedures in compliance with cybersecurity requirements.

Long Description

Scope of Work and Responsibilities

● Ensure user support and system administration of the Register of the Museum Fund of Ukraine.
● Process requests from museums, provide consultations, and promptly respond to inquiries related to the functioning of the Register.
● Support users in their work with the system, including guidance on data entry, updating, and maintenance.
● Monitor system availability and incident reports, and coordinate with technical teams to ensure timely resolution of issues affecting system performance.
● Coordinate with development teams, museum institutions, and system administrators to ensure proper functioning of the Register.
● Monitor the technical status of the system, record incidents, and coordinate their resolution.
● Participate in the maintenance and improvement of the Register’s functionality in line with user needs and the Ministry’s priorities.
● Coordinate with technical teams responsible for backup, recovery, and cybersecurity to ensure that user support activities align with established procedures and requirements.
● Organize and conduct user training on working with the Register.
● Prepare methodological materials, instructions, explanatory notes, and other supporting documentation for system users.
● Support users during the rollout of updates and new functionalities of the Register.
● Provide guidance on the practical use of system functionalities and support users in adapting to changes.
● Collect feedback, comments, and proposals from users of the Register.
● Consolidate feedback received from museums and other users.
● Formulate technical requirements and proposals for improving the Register’s functionality.
● Submit consolidated proposals to development teams and participate in coordinating further system development.

CONTRACT DURATION

Duration: until February 28, 2027.

DELIVERABLES

1.    Stable user support for the Register ensured, including processing of requests with an average response time of 2–4 business hours.
2.    Systematic user training on the Register ensured; methodological materials, instructions, and guidance developed and implemented; user support during system updates and introduction of new functionalities organized, resulting in increased digital capacity and a reduction in technical inquiries.
3.    Updated user manuals, instructions, FAQs, and training materials maintained throughout the assignment.
4.    Support provided during deployment of system updates and introduction of new functionalities.

Long Description

Contract and Reporting

 ● Type: Individual Consultant (SSA)
 ● Modality: Home-based, office-based, missions
 ● Reporting: UNESCO and the Ministry of Culture of Ukraine

COMPETENCIES - Core (C) & Managerial (M)

• Communication (C)
• Accountability (C)
• Innovation (C)
• Knowlegde sharing and continuous improvement (C)
• Planning and organizing (C)
• Results focus (C)
• Teamwork (C)

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

EDUCATION

● Higher education in information technology, information systems, museology, records management, public administration, cultural heritage, or related fields.

WORK EXPERIENCE

● At least 3 years of proven experience in administration of information systems, user support, technical support of digital platforms, or electronic registers.
● Experience in organizing and providing user consultations, conducting trainings, and preparing instructions, methodological materials, and guidance for digital systems.
● Experience in cooperation with developers, system administrators, and institutional representatives regarding system support and enhancement.
● Understanding of the functioning of state electronic registers, digital data management, backup, protection, and recovery procedures.
● Experience in the cultural sector, museum field, cultural heritage protection, or digital transformation projects in the public sector is an asset.

Long Description

SKILLS AND COMPETENCIES

● Strong communication and organizational skills; ability to respond promptly to requests, manage a high volume of inquiries, and coordinate interaction among diverse user groups.

LANGUAGES

● Fluency in Ukrainian; knowledge of English is an asset.

APPLICATION PROCESS

All candidates must complete an on-line application and provide complete and accurate information.
Please upload the following documents, as a single PDF document, in the ‘Employment History Form’ section:

1. An updated detailed Curriculum Vitae
2. A Cover Letter including financial proposal, based on the job description above. 

Applications must reach UNESCO by 27 May 2026 (midnight, Kyiv time).

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline.

To apply, please visit the UNESCO Careers website. No modifications can be made to the application once submitted. 

The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications.  

Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course. 

Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement).

ADDITIONAL INFORMATION

• UNESCO recalls that paramount consideration in the appointment of personnel shall be the necessity of securing the highest standards of efficiency, technical competence and integrity.
• UNESCO applies a zero-tolerance policy against all forms of harassment.
• lndividuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply.
• All applications will be treated with the highest level of confidentiality.
• The statutory retirement age at UNESCO is 65 years.
• UNESCO does not charge a fee at any stage of the hiring process.