Overview
The intern will support the Supply Operational Support Section in organizing and maintaining shared filing systems, updating workplans, compiling documentation, and liaising with communications counterparts to ensure timely delivery of key deliverables and records.
Key Responsibilities
- Support the organization and maintenance of shared filing systems on SharePoint.
- Review folders and files to identify duplicates, outdated materials, and filing gaps.
- Apply naming conventions, version control, and filing discipline.
- Maintain trackers of key folders, document owners, and filing gaps.
- Support clean-up, archiving, and rationalization exercises for digital records.
- Help compile and maintain filing guidance and supporting materials.
- Update workplans, milestone trackers, action logs, and planning spreadsheets.
- Consolidate inputs into planning trackers and support follow-up of pending actions.
- Maintain a calendar of deadlines for deliverables, meetings, and communication products.
- Flag missing inputs, overdue actions, or inconsistencies.
- Support preparation of progress summaries and status updates.
- Help maintain general schedules with milestones and contribute to tracking mechanisms.
- Support unit leads in compiling, organizing, and formatting documents.
- Assist in consolidating inputs into working drafts or document packages.
- Carry out quality control checks for formatting, completeness, and consistency.
- Support the preparation of draft templates, checklists, and FAQs.
- Maintain a repository of standard templates and guidance documents.
- Liaise with communications focal points to follow up on deadlines and inputs.
- Support the preparation and formatting of routine internal communication products.
- Help ensure communication products and reference materials are stored correctly.
- Assist in maintaining trackers for communications products and deadlines.
- Contribute to keeping digital content areas organized and up to date.
- Prepare draft meeting notes, action points, and follow-up trackers.
- Support the organization of meetings related to planning, documentation, and communications.
- Help maintain contact lists and internal reference tables.
- Assist with other administrative, coordination, documentation, or knowledge-management tasks.
Required Experience
- Experience or interest in records management, project coordination, knowledge management, communications support, or administrative organization will be an asset.
- Familiarity with project planning or tracking tools such as Microsoft Planner, Microsoft Project, Smartsheet, or similar tools.
- Experience supporting shared filing systems, records management, documentation coordination, or knowledge-management workflows.
- Experience supporting communications-related work, including formatting of updates, materials, presentations, newsletters, or intranet content.
- Familiarity with content organization, metadata, or document governance concepts.
Qualifications
- Be either a recent graduate (having completed studies within two years of applying) or a current student in a graduate / undergraduate programme from a university or higher education institution accredited by UNESCO / IAU.
- Have completed at least two years of undergraduate studies in a field relevant or of interest to the work of UNHCR.
- Business Administration, Information Management, Communications, Project Management, Public Administration, International Relations, Records Management, Knowledge Management, or another relevant field.
