Tuesday, August 6, 2013
Intern - Information Management. UNOG, Geneva. Open until 15 August 2013
Job Title: INTERN - INFORMATION MANAGEMENT, I Department/ Office: United Nations Office at Geneva Duty Station: GENEVA Posting Period: 31 July 2013-15 August 2013 Job Opening number: 13-IMA-UNOG-29480-R-GENEVA (O) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This profile is for the sole purpose of the Internship Programme of the United Nations Office in Geneva (UNOG). There should be no expectation of employment within the UN after an internship. Interns shall not be eligible to apply for, or be appointed to, positions at the professional level and above carrying international recruitment status in the Secretariat for a period of six months following the end of their internship. UN interns must have a valid Swiss visa. This internship is for a duration of 4 months. Estimated starting date is 2 September 2013. Interns at the UNOG are not paid. All costs of travel and accommodation, including living expenses, must be covered by the intern or any relevant sponsoring institution. Please see the Internship Programme website for more information on living expense estimates for Geneva. Responsibilities The programme is normally full-time, i.e. an intern is expected to work five days per week (8:30 a.m. - 5:30 p.m.) in the department or office of the Secretariat to which he/she is assigned, carrying out his/her tasks under the supervision of a staff member - the supervisor. The intern will work under the direct supervision of the Chief of the Procurement and Contracts Unit, Purchase and Transportation Section, and will be responsible for the following projects within the overall objectives of the Purchase and Transportation Section: • Performs recordkeeping needs and business process analysis. • Establishes Procurement and Contracts Unit wide File Classification Scheme (FCS), for printed and electronic versions of documents. • Prepares retention schedules in accordance with UN standards, to be submitted to the approval of Archive and Record Management Service (ARMS)/UNHQ. • Makes proposals for procedures and work processes to be established for a sustainable recordkeeping system. • Provides assistance to the deployment of an electronic records management system; in the absence of such a system, makes sure that FCS and retention schedules are applied to shared drives. • Provides assistance for the appraisal of legacy paper records kept by originating offices and when required for the appraisal of legacy paper records kept by Institutional Memory Section (IMS). • Liaises with the IMS/UNOG Library for records transfers. • Contributes to the establishment of a culture of knowledge on recordkeeping and archiving across Procurement and Contracts Unit, provides presentations and training sessions and works closely to recordkeeping focal points in records-originating offices. • Performs other related duties, as required. Competencies 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 -Shares credit for team accomplishments and accepts joint responsibility for team shortcomings time, -Supports subordinates, provides oversight and takes responsibility for delegated CLIENT ORIENTATION: -Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view -Establishes and maintains productive partnerships with clients by gaining their trust and respect -Identifies clients’ needs and matches them to appropriate solutions -Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems -Keeps clients informed of progress or setbacks in projects -Meets timeline for delivery of products or services to client Education To qualify for the United Nations Secretariat Internship Programme, the following conditions must be met: 1. Applicants must be enrolled in a degree programme in a graduate school (second university degree or higher) both at the time of application and during the internship; or 2. Applicants pursuing their studies in countries where higher education is not divided into undergraduate and graduate stages must have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree. Undergraduates (for instance, students pursuing a Bachelor's degree) are not eligible to apply. Work Experience Applicants are not required to have professional work experience for participation in the programme. However, specialized experience in various professional fields is an asset. Good IT skills would be a strong asset. Languages English and French are the working languages of the United Nations. Fluency in spoken and written English and/or French with knowledge of the second language is required for the Internship Programme. Knowledge of an additional official UN language is an asset. In addition to English and French, Arabic, Chinese, Russian and Spanish are also official languages of the UN. Assessment Method Potential candidates will be contacted by hiring manager directly for further consideration. Special Notice A complete online application (Cover Note and Personal History Profile) is required. Incomplete applications will not be reviewed. The Cover Note must include: - Title of degree you are currently pursuing. - Graduation Date (when will you be graduating from the programme). - List the IT skills and programmes that you are proficient in. - List your top three areas of interest/department preferences. - Explain why you are the best candidate for that specific department. - Explain your interest in the United Nations Internship Programme. In your Personal History Profile, be sure to include all past work experience, IT skills, and three references. Due to a high volume of applications received, ONLY successful candidates will be contacted. United Nations Considerations The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. 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.