United Nations Support Office in Somalia Intern - Information Management - Temporary Jobs in Kenya

United Nations Support Office in Somalia Intern - Information Management - Temporary Jobs in Kenya

Org. Setting and Reporting

These position are located in the United Nations Support Office in Somalia (UNSOS) based in Mombasa. The interns will report directly to the Information Management Assistant.

Responsibilities

The interns will be responsible for the following duties:

• Set up and maintain the registry filing system following the UN Filing System, digitizing and preserving important documents in accordance with the EDMF guidelines.

• Perform opening new subject files as required and disposal of old files per the established retention schedule.

• Maintain archives, making sure files are properly stored and accessible, and ensuring safekeeping of documents.

• Establish and maintain records system of file movements within the mission.

• Prepare correspondence and reports related to registry activities.

• Carry out regular records inventories.

• Sort and group existing files according to the File Plan and prepare files for scanning and archiving.

• Create essential metadata records and perform a physical cataloguing of records series.

• Create new index files/containers/archive box labels per theme and level identification rules in the File Plan.

• Re-label and index all files/containers/archive boxes according to the File Plan.

• Provide clerical support for effective information management related activities, including organizing of diverse types of documents. Identifying official records from a personal and working paper.

• Re-file all records based on the new file plan.

• Capture electronic records into records management software.

• Assist in digitization projects.

• Transfer of archives to the Archiving Records Management Section (ARMS) for their custody.

• Perform any other tasks as required.

Competencies

Professionalism: Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains

calm in stressful situations.

Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.

Education

Applicants must meet one of the following requirements:

Be enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent)

Be enrolled in a graduate school programme (second university degree or equivalent, or higher); or

Have graduated with a university degree.

A relevant diploma/degree programme in archival science, information management or related field is an asset.

Work Experience

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.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required.

How to Apply

For more information and job application details, see; United Nations Support Office in Somalia Intern - Information Management - Temporary Jobs in Kenya

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