INTERN – Procurement Record Management

Work Location

Brindisi, Italy

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 Internship is located in the Procurement Unit of the Central Service at the United Nations Global Service Centre, Brindisi, Italy. The Intern will work under the direct supervision of the Chief of Procurement Unit or Procurement Officer in the UNGSC. The Internship is for a maximum period of (6) months. Two (2) posts are available. The internship is unpaid and full-time. Responsibilities Our interns work as full members of our team, pursue projects that are designed to make a significant difference in UNGSC, and have opportunities to learn about the United Nations overall. Within delegated authority, the Intern may be responsible for the following duties: 1. Physical Record Management: o Assist in the cataloging and organization of physical records. o Contribute to the Development of a system for easy retrieval and archiving of documents. o Support the transition from physical to digital records where applicable. 2. Digital Record Management: o Support in Organizing and maintaining digital records in line with UNGSC’s policies. o Ensure that all digital records are properly classified, tagged, and stored in the appropriate SharePoint folders. o Assist in the migration of older records to digital formats, ensuring compliance with retention schedules. 3. SharePoint Management: o Manage Share Point record folders, ensuring they are structured for easy navigation and access. o Provide support in the Implementation of naming conventions and metadata tagging to enhance searchability. o Provide support in troubleshooting SharePoint issues and guide staff on best practices for document management.

Qualifications/special skills

Please note that to qualify for an internship with the United Nations Internship Programme, the 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); or (b) Be enrolled in, or have completed, the final academic year of a first university degree programme (minimum bachelor’s level or equivalent). The field of studies must be closely related to the type of Internship you are applying for: Information Management, Library Science, Business Administration, or a related field. No working experience is required to apply for the United Nations Internship Programme. Your training, education, advance course work or skills should benefit the United Nations during your internship. However, a field of study that is closely related to the type of internship that you are applying is required. Applicants must be a student in the final year of the first university degree (bachelor or equivalent), Master’s or Ph.D. Programme or equivalent, or have completed a Bachelor’s, Master’s or PH.D. 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. Candidate must possess computer literacy in standard software applications such as Office 365 particularly MS Word, MS Excel, Power Point, SharePoint. Candidate must have familiarity with digital and physical record management practices Keen interest in analytics, information management, visualization, and performance optimization is desirable. Candidate must have a demonstrated keen interest in the work of the United Nations and a personal commitment to the ideals of the Charter. Candidate must have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views.

Languages

English and French are the working languages of the United Nations Secretariat. For this Internship, fluency in English (oral and written proficiency) is required. Knowledge of an additional official UN language is desirable. Arabic, Chinese, English, French, Russian and Spanish are the official languages of the United Nations Secretariat. For this particular Internship, fluency in oral and written Spanish and/or Italian language is desirable.

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.