UNICEF-BCO : TERMS OF REFERENCE (TOR)
Project/Assignment Title: Photo Librarian, Communications and Information (C&I) section
Work Plan Code number:
  1. Background (attach documents if necessary):
UNICEF Bangladesh office is managing big picture library over the period of 12 years. The library has a collection of 5000 pictures in the Global information Data base, another 2,500 pictures to be uploaded on the database, 20,000 slides and 5000 master slides, and over two thousand negatives and contract print. This hugecollectionrequires regular maintenance and update. Also every year the library accumulates new pictures under regular documentation of project works and special event. Specific photo assignments are also undertaken in order to continuously update the photo library with current pictures.
Photos provided by photographers need to go through a rigorous selection and editing process before being added into the global photo database.
Photos are an essential element of UNICEF Bangladesh communication as they are being used in the donor newsletters, UNICEF website, various publications including posters and IEC materials. Photos are also shared with donors and Natcoms for their publications.
To maintain a professional photo library and meet regular requirements of the different programmes and the communication section, a professional consultant need to be hired.
  1. Purpose of Assignment:
To maintain and update photo library and library management and to assist with other photo library -related work as required.
3. Duration of contract: 11 months
4. Duty station: Dhaka
5. Description of assignment: (provide detail and in quantitative terms, add pages if required)
Tasks / End Product/deliverables / Time frame
The photo librarian will be required to undertake the following activities in relation to the management of UNICEF Picture Library:
  1. Update classification of photographs in accordance with NYHQ guidelines and thesaurus (key words).
  1. Manage photo entry for all existing and new photographs on the Global Information Database and (GID), regularly correct, update and check information on the database in close collaboration with NYHQ photo section.
  1. In co-operation with UNICEF’s project Officers, identify priority areasfor photo documentation. Brief the photographers on UNICEF requirements and ensure they are also briefed by the programme officers on the type of photos/documentation required.
  1. Undertake selection and editing of the photos provided by photographers and in photo stock:
-Jointly review with the photographers their photo shots after an assignment
-Select quality photos that need to be uploaded on the photo online database
-maintain archival photo/slide stock for BCO photo library
-File and grade all existing and incoming photographs on the basis of technical and aesthetics quality and usefulness
-Update photo & slide inventory.
-When necessary undertake color corrections and picture editing for library, publications or website.
  1. In consultation with the Communication Chief and requiring programme sections, select photos for use in UNICEF publications, newsletter, donor report and website, including HQ or National Committees. When necessary, assist in editing, resizing, prepare photos using Adobe Photoshop software.
  1. Ensure and verify captioning of all existing and new photographs. Update captioning guidelines and assist photographers for captioning new entries.
  1. In consultation with the Communication Chief and upon request by external organizations(outside UNICEF), provide photos and ensure release forms are issued, filled and signed by requesting organization and Communication Chief, maintain a file for non-UNICEF copyright section, and monitor usage
  1. Advise and assist library users to identify required pictures and assist with ordering, printing, processing and duplication of required images. Ensure proper use of pictures and authorization abide by the guidelines.
  1. Assist with the digitalising and scanning
process of picture library.
  1. Provide training on the use of the online photo database.
/ Regular update of classification of photographs
New photos regularly entered in Global database with key words and captions.
Liaison maintained with NY photo section to correct and regularly update GID.
Liaison with sections and photographer
Quality pictures are selected/ edited for photo library and for publications
Picture identified and provided
Photo editing/resizing done according to needs.
Captions checked and ready to use
Photos selected, release forms issued and maintained in file.
Files updated
Support provided
Training provided to the users / On going
Ongoing
As required.
On going
As required
On going
As required
On going
On going
On going
As required
8. Qualifications or specialized knowledge/experience required for the assignment:
Requirededucation and skills:
  1. Minimum Diploma in photography or professional training in photography and experience as photographer.
  1. At least 3 years of experience in photo library / database management and categorization system: experience in selecting, editing, organizing, cataloging photos as well as maintain photo library/database and searching photo database .
  1. Knowledge of photo editing software, especially Adobe Photoshop.
  1. Demonstrated capacity in :
  • photo editing
  • uploading photo on online database and captioning
  • updating photo and slide inventory
  • digitalizing, scanning pictures and captioning
  • provide support to photo users
  • maintain database of photos for external users
  1. Working experience with UN and International agencies will be an asset.