Intern – Document Management

Work Location

In person in New York. Full time or part time modalities will be considered. Telecommuting up to two days a week may be considered.

Expected duration

Three months minimum and up to six months maximum

Duties and Responsibilities

Organizational Setting and Reporting Relationships: This position is located in the Headquarters Client Support Service (HQCSS), Division of Administration, Department of Operational Support (DOS), New York. The incumbent reports to the Senior Finance & Budget Assistant. The HQCSS also provides administrative support to the Office of the Special Representative of the Secretary-General on Sexual Violence in Conflict, the Office of the Special Representative of the Secretary-General on Violence Against Children, the Office of the Special Representative of the Secretary-General on Children and Armed Conflict, the Ethics Office, the Global Compact Office, the Human Security Unit, the Office of Administration of Justice, the Office of Information and Communications Technology, the Office of the United Nations Ombudsman and Mediation Services, the Office of Special Envoy for Haiti, the Office of Victims’ Rights Advocate, the Office of Special Coordinator on Improving the United Nations Response to Sexual Exploitation and Abuse, the United Nations Office for Partnerships, the Office of the Secretary-General’s Envoy on Technology, the United Nations Alliance of Civilizations, as well as to the liaison offices of the United Nations Office on Drugs and Crime, the United Nations Convention to Combat Desertification in New York and the United Nations Institute for Training and Research. Responsibilities: Within delegated authority, the Intern will be responsible for the following duties: • Organizes, classifies and catalogues electronic information resources. • Provides specialized library services for delivery of information relevant to the Section • Reviews a variety of sources to identify appropriate materials that meet the information needs of the Section and its information clientele. • Research electronic libraries seeking to build or strengthen digital library that focus on metadata management and creation. • Provides complete bibliographic descriptions of items to be added to the collection by identifying bibliographic elements and taking into consideration guidelines from the United Nations Archives and Records Management Section. • Participates in the creation of electronic and other reference tools, and the compilation of bibliographies. • Provides records and information management and reference services to the Section • Performs other duties as assigned.

Qualifications/special skills

We are seeking individuals with knowledge of library operations and electronic data management and who can demonstrate their ability to apply conceptual, analytical, and evaluative skills and identify issues, formulate opinions and make conclusions and recommendations. Ability to develop sources for data collection is key for this project. Education: To qualify for an internship by the United Nations Headquarters Internship Programme, applicants must meet one of the following requirements: (1) Be enrolled in a graduate school programme (second university degree or equivalent, or higher); (2) Be enrolled in the FINAL academic year of a university degree programme (minimum Bachelor’s level or equivalent); or 3) Have graduated with a university degree as defined in (1) and (2). Preferably in the area of library science, information science or related field in a graduate school (second university degree or higher); or if pursuing their studies in countries where higher education is not divided into undergraduate and graduate stages, have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is an advantage. Experience: Experience in library work, information network administration or related area is desirable Experience with financial management systems is desirable. Knowledge of Microsoft SharePoint is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is desirable.

Additional Information

Visa and Work Authorization Mandatory Requirements: For internships in the United States of America, interns who are not United States citizens, permanent residents or on another non-immigrant (such as Fl visa) status, will be required to obtain a G4 visa. Interns will be responsible for ensuring that they have a valid visa, and if required, employment authorization (CPT/OPT), allowing them to undertake the internship. Terms of the internship programme: – The minimum duration of this internship is three months which can be extended up to a total period of six months. – Interns are expected to work on a full-time or part-time basis in the entity that has selected them, under the supervision of a staff member at an appropriate level. The working hours will be discussed with your supervisor at the time of the interview. Internships may be undertaken on the basis of flexible working arrangements if: – The receiving entity agrees in writing to accept an intern on the basis of flexible working arrangements. – Interns agree that they are required to work the equivalent of a minimum of at least two months on a full-time basis or four months on a part-time basis in order to receive recognition of service as an intern. An internship under such arrangements must be completed within a six – month period. – A record of attendance shall be maintained by the receiving entity in order to ensure that the intern meets this requirement. – Interns serving in one entity do not have a right to transfer to another entity. – Full provisions related to the conditions and terms of the United Nations Internship Programme can be accessed on the following link: https://undocs.org/ST/AI/2020/1 . Potential candidates will be contacted by the Hiring Manager directly for further consideration. A completed online application (Cover Note and Candidate Profile) is required. Incomplete applications will not be reviewed. The Cover Note must include: – Title of degree you are currently pursuing – Graduation date from your current program – List of IT skills and programmes you are proficient in – List your top three areas of interest/ department preferences – Explain why you are the best candidate – Explain your interest in the UN Internship Programme in your Candidate Profile, be sure to include all past work experiences (if any), skills, and three references. Due to a high volume of applications received, only successful candidates will be contacted.

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.