DOCUMENTS AND RECORDS MANAGEMENT INTERNSHIP

Work Location Brindisi Expected duration 6 months Duties and Responsibilities The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all peacekeeping and special political missions around the world as well as to other UN Offices, Agencies Funds and Programs.
This position is located within the Campus Support Unit/Registry and Service, within the Central Service, based in the United Nations Global Service Centre (UNGSC) in Brindisi, Italy.
The Records Management Assistant Intern reports to the Chief Central Service.
The Intern will support the Campus Support Unit/Registry and Service in optimizing the management of paper and electronic documents and records at the UNGSC.
Tasks will include.
1.
Physical Documents and Records Management.
a) Assist in the cataloguing and organization of physical records.
b) Contribute to the development of a system for easy retrieval and archiving documents and records.
c) Support the transition from physical to digital records where applicable.
d) Identify records for disposal in accordance with established UN records retention procedures.
e) Scan records and prepare them for digitization.
f) Accession boxes and records, ensuring proper documentation and tracking.
g) Apply appropriate classification codes and retention schedules to physical records.
h) Ensure storage conditions comply with UN standards for physical records preservation.
i) Assist in maintaining up-to-date inventories of active, inactive, and archived records.
2.
Digital Records Management.
a) Support in organizing and maintaining digital records in line with UNGSC’s records management policies.
b) Ensure all digital records are properly classified, tagged, and stored in the appropriate SharePoint folders.
c) Assist in the migration of older records to digital formats, ensuring compliance with retention schedules.
d) Implement version control and audit trail mechanisms where required.
e) Ensure data integrity and confidentiality of sensitive records.
f) Assist in applying UN-approved naming conventions and metadata standards.
3.
SharePoint Management.
a) Manage SharePoint record folders, ensuring they are structured for easy navigation and access.
b) Provide support in the implementation of naming conventions and metadata tagging to enhance searchability.
c) Provide support in troubleshooting SharePoint issues and guide staff on best practices for documents and records management.
d) Ensure SharePoint permissions align with records sensitivity and access control policies.
Qualifications/special skills Applicants must meet one of the following requirements.
(a) be enrolled in, or have completed, a graduate school programme (second university degree or equivalent, or higher); (b) be enrolled in, or have completed, the final academic year of a first university degree programme (minimum bachelor’s degree or equivalent).
The field of studies must be closely related to administration, information management, records management, archival science or a relevant discipline.
Applicants to the UN Internship Programme are not required to have professional work experience.
However, a field of study that is closely related to the type of internship that you are applying for is required (Administration, Information Management or related).
Applicants must be a student in the final year of the first university degree (bachelor or equivalent), Master’s or Ph.
.
Programme or equivalent, or have completed a Bachelor’s, Master’s or PH.
.
Programme.
Do you meet any of the above criteria? If yes, please indicate which one and attach proof to the application.
Please note that you will have to provide an official certificate at a later stage.
Basic understanding of SharePoint or other digital document management systems is required.
Be computer literate in standard software applications such as Office 365 particularly MS Word, MS Excel, Power Point, SharePoint.
Languages English and French are the working languages of the United Nations Secretariat.
Fluency in spoken and written English is required for the internship.
Knowledge of an additional official UN language is an advantage.
Arabic, Chinese, English, French, Russian and Spanish are the official languages of the United Nations Secretariat.
Additional Information Not available.
Intern Specific text Interns are not financially remunerated by the United Nations.
Costs and arrangements for travel, visas, accommodation and living expenses are the responsibility of interns or their sponsoring institutions.
Interns who are not citizens or permanent residents of the country where the internship is undertaken, may be required to obtain the appropriate visa and work/employment authorization.
Successful candidates should discuss their specific visa requirements before accepting the internship offer.
No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).
THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.