Intern – Archives and Records Management

Position description

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Context

Within the Department of Financial and Administrative Management (DFAM), the Archives and Records Management Team (ARMT) is responsible for:

• coordinating Archives and Records management at both HQ and field offices;
• lead the completion and periodic updating of comprehensive records management instructions including records retention;
• the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records across IOM;
• ensuring that records are properly managed as evidence and information, in compliance with legal obligations and business transactions.
• safeguarding IOM institutional memory and historical archives;
• providing internal and external access to IOM historical archives.

Under the overall supervision of the HQ Building Project Director and direct supervision of the Archives and Records Specialist the Intern will assist with various records management tasks, including processing accessions, updating databases, monitoring environmental quality controls, facilitating records transfer, and providing administrative support.

RESPONSIBILITIES

1. Assists with records centre operations

• Assists with the processing of accessions.
• Assists with updating accession and space management databases.
• Assists with space management and space allocation.
• Assists with monitoring of environmental quality controls and assists in the resolution of problems.

2. Assists with records transfer and accessioning

• Assists in facilitating the physical transfer of scheduled records to the Records Centre.
• Ensures accuracy of transfer documentation and accuracy of records to be transferred.
• Provides assistance to transferring offices throughout the transfer process.

3. Assists with reference operations and requests for access according to approved mechanisms

4. Assists with records disposal that have met their retention

• Assists in liaising with HQ common services to facilitate disposal of physical records.
• Assists with preparing records for physical destruction.
• Assists with overseeing the physical destruction of records that have met their retention.
• Assists with updating the Records Centre database.

5. Assists with the acquisition, management and dissemination of supplies

6. Assists with the training of A&R focal points in the preparation, labelling and inventory of archives and records.

7. Provides administrative support for section and unit chiefs and undertakes other duties as assigned

Training Components and Learning Elements

The Intern will gain experience in working in an international multicultural environment, within the United Nations system.

• Gain experience in archives and records management activities in an international organization.
• Gain a better understanding of IOM’s work, as an inter-governmental organization in the field of Migration, and work on formulating and editing institutional strategies, priorities and workplans.
• The Intern can also access online training courses at the disposal of all IOM staff.

The Intern will have the possibility to interact with IOM staff within Headquarters and IOM Missions.

QUALIFICATIONS

Education

• High school diploma; and,
• Involvement in Bachelor or Master Programme in Archives, Records Management or Information Science.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis
• Experience in SharePoint

Skills

• Advanced English writing and editing skills. 
• Good knowledge of design related software. 
• Expertise with social media platforms including Facebook, Twitter, Instagram and YouTube. 
• Ability to work as part of a multicultural, multilingual team. 

Languages

For this position, fluency in English is required (oral and written). Working knowledge of French is highly desirable and working knowledge of another official UN language (Arabic, Chinese, Russian, and Spanish) is an advantage.

IOM’s official languages are English, French and Spanish. All staff members are required to be fluent in one of the the three languages.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments

Note

Eligibility and Selection

In general, the Internship Programme aims at attracting talented students and graduates who:

a) have a specific interest in, or whose studies have covered, areas relevant to IOM programmes and activities;
b) are holding a scholarship for internship placements in international organizations and/or for whom internship is required to complete their studies; or
c) are sponsored by governmental/non governmental institutions and/or academia to work in specific areas relevant to both IOM and the sponsor.
d) are either enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent) or have graduated in the last 12 months.
e) are between 20 and 36 years of age.

• Only shortlisted candidates will be contacted, and additional enquiries will only be addressed if the candidate is shortlisted.
• Depending on experience and location, IOM provides a small monthly stipend to help offset costs.
• Please consider the cost of living in the duty station prior to applying.

Required Competencies

IOM’s competency framework can be found at this link Competencies will be assessed during the selection process.

Values – all IOM staff members must abide by and demonstrate these values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
•  Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators

•  Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
•  Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
•  Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
•  Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
•  Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way. 

Application instructions

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