Intern - Institutional Memory Section, UNOG Library. UNOG; Geneva. Open until 5 February 2015

Posting Title: Intern - Institutional Memory Section - UNOG Library, I Job Code Title: INTERN - ADMINISTRATION Department/ Office: United Nations Office at Geneva Duty Station: GENEVA

Posting Period: 27 November 2014-5 February 2015

Job Opening number:

14-ADM-UNOG-38749-R-GENEVA

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice Applicants are encouraged to apply for internships which relate directly to their studies and/or skills and expertise. Applicants are asked to please indicate preferences which best match his/her suitability and do so carefully in order to enhance the value of the internship for both the intern and the receiving UN department. A person who is the child or sibling of a staff member shall not be eligible to apply for an internship at the United Nations. An applicant who bears to a staff member any other family relationship may be engaged as an intern, provided that he or she shall not be assigned to the same work unit of the staff member nor placed under the direct or indirect supervision of the staff member. For purposes of this instruction, “child” means (i) the child of a staff member; (ii) the child of the spouse of a staff member (stepchild); and (iii) the spouse of a child of a staff member or a staff member’s spouse (son- or daughter-in-law). “Sibling” includes the child of both or either parent of a staff member and the child. Org. Setting and Reporting This profile is for the sole purpose of the UNOG Internship Programme at the United Nations Office at Geneva Library, Institutional Memory Section (IMS). 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. Under the overall guidance of the Chief, Institutional Memory Section, and under the direct guidance of one of the unit chiefs, the Intern will be responsible for completing a project developed in collaboration with IMS staff related to the United Nations and League of Nations Archives or UNOG Records Management and Digitization activities. The estimated starting date would be 5 February 2015 for 3 months with a possibility of extension up to a maximum of 6 months. 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 IMS unit to which he/she is assigned, carrying out his/her tasks under the supervision of a staff member - the supervisor. Daily responsibilities will depend on the individual’s background, the defined project, the unit to which he/she is assigned and, the period during which he/she will undertake the internship. Some examples include: • Perform archival description of portion(s) of the historical collections • Conduct records management appraisals and assist in the development of file classification schemes • Develop web-based resources and content for archives and/or records management use • Perform digitization and/or indexing of discrete collections or portion of collections • Assist with the development and implementation of IMS communication and education activities • Perform physical condition assessments of collections and perform re-housing, preservation, and/or conversation activities for archival materials • Assist in the planning and preparation of IMS-hosted events More generally, interns shall: 1. Observe all applicable rules, regulations, instructions, procedures and directives of the Organization notwithstanding their status as described in section 4 of the UN Internship Programme Administrative Instructions ST/AI/2000/9 & ST/AI/2005/11; 2. Provide the receiving departments/offices with a copy of all materials prepared by them during the internship. The UN shall be entitled to all property rights, including but not limited to patents, copyrights and trademarks, with regard to material which bears a direct relation to, or is made in consequence of, the services provided under the internship. At the request of the UN, the interns shall assist in securing such property rights and transferring them to the UN in compliance with the requirements of the applicable law; 3. Respect the impartiality and independence required of the UN and of the receiving department/office and shall not seek or accept instructions regarding the services performed under the internship agreement from any Government or from any authority external to the UN; 4. Unless otherwise authorized by the appropriate official in the receiving department/office, they may not communicate at any time to the media or to any institution, person, Government or any other external source any information which has become known to them by reason of their association with the UN or the receiving department/office, that they know or ought to have known has not been made public. They may not use any such information without the written authorization of the appropriate official, and such information may never be used for personal gain. These obligations also apply after the end of the internship with the UN; and 5. Refrain from any conduct that would adversely reflect on the UN or on the receiving department/office and will not engage in any activity which is incompatible with the aims and objectives of the UN. 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. -Supports subordinates, provides oversight and takes responsibility for delegated tasks. 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 1. Applicants must be enrolled in a degree programme in a graduate school (second university degree or higher) in History and/or Information Management 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 in History and/or Information Management. 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. OTHER SKILLS: Applicants are encouraged to apply for internships which relate directly to their studies and/or skills and expertise. Applicants are asked to please indicate preferences which best match his/her suitability and do so carefully in order to enhance the value of the internship for both the intern and the receiving UN department. Languages English and French are the working languages of the United Nations. Fluency in spoken and written English and/or French 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 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; - Explain why you are the best candidate for the internship position. In your Personal History Profile, be sure to include all past work experience, if any; IT skills and three (3) references. Due to 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.