Documentation Intern at United Nations Development Programme: (Deadline 5 May 2024)

Documentation Intern at United Nations Development Programme: (Deadline 5 May 2024)

Documentation Intern at United Nations Development Programme: (Deadline 5 May 2024)

Job Description

III. DUTIES: 

The intern will assist in the following duties and responsibilities:

No Duties and responsibilities % of time
In this section list the primary responsibilities and tasks of the position.  
(Include percentages for each duty.)

 

1 Provide support for effective records control in the office

  • Scanning and ensuring proper digital filing of all office documents related to implementing agents, government institutions, individual as required, that must be retained in support of corporate policies.
  • Creating online records to be kept in archive as well as those to be disposed-off by distinguishing them by category of creation as per guidance by the Head of unit.
  • Creating a file with hyperlink to some of the documents linking the hard copies and online ones
  • Management of diplomatic pouch

 

55%
2 Deliver effective support on Registry office business management

 

  • Maintain administrative control records.
  • Management of the archive as per rules governing records management
  • Proper control of documents received for various purposes as well as outgoing mails
  • Maintain physical files and records as per office’s metadata and taxonomy

 

35%
3 Other:

  • Support other/ad hoc activities as seen relevant and needed.
10%

IV. REQUIREMENTS AND QUALIFICATIONS

Education:

Candidates must meet one of the following educational requirements:

  • currently in the final year of a Bachelor’s degree; or
  • currently enrolled in a Master’s degree; or
  • have graduated no longer than 1 year ago from a master’s degree or equivalent studies.

Field of study: Information systems, administration or equivalent.

IT skills:

  • Knowledge and a proficient user of Microsoft Office productivity tools;
  • Electronic records management

Language skills:

  • Englishrequired; French knowledge is added advantage.
  • Knowledge of other UN languages is an advantage.

Other competencies and attitude:

  •  Interest and motivation in working in an international organization;
  •  Good analytical skills in gathering and consolidating data and research for practical implementation;
  • Outgoing and initiative-taking person with a goal oriented mind-set;
  •  Communicates effectively when working in teams and independently;
  •  Good in organizing and structuring various tasks and responsibilities;
  •  Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Responds positively to feedback and differing points of view;
  • Consistently approaches work with energy and a positive, constructive attitude.

V. INTERNSHIP CONDITIONS

  • UNDP internships are not remunerated. All expenses connected with the internship will be borne by the intern or her/his sponsoring entity;
  • UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship;
  • Interns are responsible for obtaining necessary visas and arranging travel to and from the duty station where the internship will be performed;
  • Interns are not eligible to apply for, or be appointed to, any post in UNDP during the period of the internship;
  • Interns must provide proof of enrolment in health insurance plan;
  • Interns are not staff members and may not represent UNDP in any official capacity;
  • Interns are expected to work full time but flexibility is allowed for education programmes;
  • Interns need to obtain financing for subsistence and make own arrangements for internship, travel, VISA, accommodation, etc.

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