Archives and Records Management Internship – New York (1 Position)
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Location:
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Salary:negotiable / YEAR
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Job type:INTERN
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Posted:4 hours ago
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Category:Administration, Documentation and Information Management
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Deadline:20/11/2024
JOB DESCRIPTION
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The United Nations Development Programme (UNDP) Unit of Information and Technology Management (ITM) in New York are the enablers supporting UNDP Country Offices around the world with technology solutions that empower the projects we deliver. Our Unit offers a stimulating and versatile internship in an international environment with contact to various partners from some 166 countries with UNDP presence. We are a team who work in a dynamic and informal atmosphere, and we expect our interns to become vital members of the team.
As an intern, you will be given tasks and opportunities that have a direct global impact on the development efforts of the international community. The UNDP/ITM internship programme enhances the academic life experience of passionate students as interns and empowers them to become socially responsible, innovative, and environmentally conscious leaders of tomorrow. We bridge the gap between textbook learning and real-life industry experience by taking interns behind the scenes of the world’s leading clean energy and sustainability initiatives, while learning to take into consideration the local context.
By being part of our dynamic unit, you will also gain worldwide connections with other top-talented interns and UN staff from other agencies. Our office is located in New York giving you the opportunity to interact with people outside the UNDP ITM Unit.
Duties and Responsibilities
- Assist in the classification of both physical and digital records.
- Help organize and facilitate training sessions to support staff in adopting records management systems and ensuring consistent usage.
- Contribute to the creation of user manuals and materials for training and webinars.
- Support the implementation of metadata standards for records indexing and retrieval, by assisting staff with accurate and consistent data entry.
- Provide logistical support for the transition from physical to digital records.
- Assist in sending records boxes to off-site storage (reviewing box-lists, proper filing, etc.)
- Support staff in the coordination with focal points from various UNDP Regional Offices to ensure adherence to records management policies and procedures.
- Support staff in organizing and facilitating training sessions for adopting records management systems and ensuring consistent usage.
- Collaborate on projects related to physical record storage, inventory, and digitization efforts.
- Perform any other tasks as assigned by supervisor, including supporting other units as requested.
Competencies
- Technological expertise: Interest in records management and document control systems.
- Innovation: Willingness to contribute ideas for improving records management practices.
- Problem-solving: Good analytical skills for organizing and consolidating records.
- Teamwork: Ability to communicate effectively and work collaboratively in a team.
- Planning and Organization: Strong organizational skills in managing various records tasks.
- Collaboration: Sensitivity to cultural and demographic differences in a diverse work environment.
- Commitment to Learning: Positive attitude toward feedback and continuous improvement.
- Delivery: Self-starter with the ability to manage responsibilities independently
Required Skills and Experience
Education:
Applicants to the UNDP internship programme must at the time of application meet one of the following requirements:
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- Be enrolled in a postgraduate degree programme (such as a master’s programme, or higher) in Information Management and Library Science, or a related discipline;
- Be enrolled in the final academic year of a first university degree programme (such as bachelor’s degree or equivalent) in Information Management and Library Science, or a related discipline;
- Have recently graduated with a university degree in a relevant field
Experience:
- Experience or Knowledge of records management principles and practices, including classification, archiving, and retention.
- Knowledge of electronic document management systems (EDMS) and cloud storage solutions, including records management platforms like SharePoint Online.
- Knowledge or experience with specific Office 365 tools (or their consumer equivalents) such as Planner (Trello), Teams (Slack), Yammer (Workplace by Facebook), OneDrive (Drop Box, Google Drive), Power BI (Tableau), etc. is a distinct advantage.
- Experience in data analytics, with meticulous attention to detail in managing large volumes of records and data.
- Basic knowledge of data privacy regulations and compliance requirements.
- Proficiency in data organization tools and office software, including MS Excel and Word.
- Interest and understanding of customer-oriented service delivery, with a focus on collaboration and customer experience is an advantage.
- Knowledge and understanding of the non-profit sector is an advantage
- Fluent in written and spoken English. Knowledge of other UN languages is an advantage
Conditions
- In accordance with the UNDP Internship policy, UNDP interns are eligible to receive a monthly stipend, with the rate that varies depending on the duty location. The stipend will be paid monthly, and part-time internship arrangements are prorated accordingly.
- Where an intern is financially supported by an institution, government or third party, UNDP will, subject to the rules of such institution, government or a third party, pay the intern the difference, if any, between the external financial support provided and the applicable UNDP stipend.
- Where an intern is engaged in-person and is not financially supported by any institution or programme, such as a university, Government, foundation or scholarship programme, a stipend intended to help cover basic daily expenses related to an in-person internship, such as meals and transportation at the duty station, is paid by the receiving office (monthly “in-person” stipend rate is USD1,000). A remote reduced stipend (the rate is a subject to the duty station location) is intended to help cover expenses related to the internship, such as internet connections or other means to remain in contact with the receiving office, is paid by the receiving office.
- Except for the stipend, all other expenses connected with the internship will be borne by the intern, sponsoring government or institutions.
- Interns are not considered staff members and may not represent UNDP in any official capacity
- Interns are responsible for securing adequate medical insurance for the duration of their internship with UNDP and must provide a medical certificate of good health prior to starting the internship. UNDP will not reimburse the medical insurance of the intern. Any costs arising from accidents and illness incurred during an internship assignment will be the responsibility of the intern.
- The purpose of the Internship Programme is not to lead to further employment with UNDP, but to complement an intern’s studies. Therefore, there should be no expectation of employment at the end of an internship.
- UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship
- The intern must be eligible to work in the United States or possess a work permit valid for the United States at the start of the internship.
- The intern is responsible for obtaining necessary visas and arranging travel to and from the duty station where the internship will be performed, accommodation etc.
- Interns are not eligible to apply for, or be appointed to, any post in UNDP during the period of the internship
- The intern must provide proof of enrolment in health insurance plan
- You are expected to work full time, but flexibility is allowed for your education programme
- Eligibility for residency and undertaking internship in New York
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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