Intern – Document Management (Publications Unit) At International Organization for Migration

Position Title: Intern – Document Management (Publications Unit)

Duty Station: Geneva, Switzerland

Classification: Intern, Grade Other

Type of Appointment: Internship, three months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 10 January 2023

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Context:

Background Information

IOM is the leading international organization in the field of migration and has offices throughout the world in more than 120 countries.

The Publications Unit supports Headquarters’ departments and missions worldwide in their efforts to produce quality publications in a timely manner, liaise with different external partners as well as other international organizations.

Supervision

The Intern will work under the overall guidance and general supervision of the Senior Publications Specialist and work closely with colleagues in the Unit.

Core Functions / Responsibilities:

1. Update, organize and harmonize IOM’s virtual and physical inventory.
2. Research possible solutions in document management for the Unit. Undertake a feasibility study to identify how to improve document management and to what extent internal document management could be automated and how. Make recommendations on how to improve PUB Unit’s inventory system.
3. Using the publications process as a reference, research, and report on solutions (IT or other) which are possible and readily available for managing publications.
4. Update publications archives where necessary.
5. Assist in other information management related tasks as necessary.
6. Perform such other duties as may be assigned.

Training Components and Learning Elements

• The Intern will gain experience in working in an international multicultural environment, within the United Nations system.
• Gain experience in organization, management, and publications activities.
• Gain a better understanding of IOM’s work, as an inter-governmental organization in the field of Migration, and work on improving information and document management strategies within the organization.
• The Intern will acquire knowledge in publications processes and procedures.
• The Intern can also access online training courses at the disposal of all IOM staff.
• The Intern will have the possibility to interact with IOM staff within Headquarters and IOM Missions.

Required Qualifications and Experience:

Education

• University degree in Library Management, Library Science, Archiving, Information Systems, Information Management, Computer Science, Knowledge Management or a related field from an accredited academic institution.

Experience

• Previous experience working in international organizations in document management a plus;
• Experience working with publications a plus.

Skills

• Excellent computer literacy skills;
• Excellent attention to detail;
• Sound knowledge of Information systems, applications, and tools;
• Excellent communication skills both oral and written; ability to write clearly and concisely;
• Proven analytical skills, particularly in information management;
• Demonstrated knowledge of document management processes and systems;
• Personal commitment, efficiency, flexibility, and drive for results;
• Demonstrated gender awareness and gender sensitivity;
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds;
• Excellent knowledge of spoken and written English. Working knowledge of French and/or Spanish a plus;
• Knowledge of online libraries is a plus.

Languages

IOM’s official languages are English, French, and Spanish.

For this position, fluency in English is required (oral and written). Working knowledge of French and/or Spanish is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Note

Eligibility and Selection

In general, the Internship Programme aims at attracting talented students and graduates who:

1. have a specific interest in, or whose studies have covered, areas relevant to IOM programmes and activities;
2. are holding a scholarship for internship placements in international organizations and/or for whom internship is required to complete their studies; or
3. are sponsored by governmental/non governmental institutions and/or academia to work in specific areas relevant to both IOM and the sponsor.
4. are either enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent) or have graduated in the last 12 months. e) are between 20 and 36 years of age.

• Only shortlisted candidates will be contacted, and additional enquiries will only be addressed if the candidate is shortlisted.
• Depending on experience and location, IOM provides a small monthly stipend to help offset costs.
• Please consider the cost of living in Geneva prior to applying.

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

The successful candidate is expected to demonstrate the following values and competencies:

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

The appointment is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

No late applications will be accepted.