Job Description
Records Management Assistant Intern
Work Location: Brindisi
Expected Duration: 6 months
Duties and Responsibilities
The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and training to all peacekeeping and special political missions, as well as to other UN offices, agencies, funds, and programmes.
This position is located in the Campus Support Unit/Registry and Service, within the Central Service at UNGSC in Brindisi, Italy. The intern reports to the Chief of Central Service and will support efforts to optimize paper and electronic document and records management at the Centre.
The intern’s tasks include:
1. Physical Documents and Records Management
- Assist in cataloguing and organizing physical records
- Contribute to developing a system for easy retrieval and archiving of documents and records
- Support the transition from physical to digital records where applicable
- Identify records for disposal per UN records retention procedures
- Scan records and prepare them for digitization
- Accession boxes and records, ensuring proper documentation and tracking
- Apply appropriate classification codes and retention schedules to physical records
- Ensure storage conditions meet UN standards for physical record preservation
- Maintain up-to-date inventories of active, inactive, and archived records
2. Digital Records Management
- Organize and maintain digital records in line with UNGSC’s records management policies
- Ensure all digital records are correctly classified, tagged, and stored in appropriate SharePoint folders
- Assist in migrating older records to digital formats, ensuring compliance with retention schedules
- Implement version control and audit trail mechanisms as required
- Ensure data integrity and confidentiality of sensitive records
- Apply UN-approved naming conventions and metadata standards
3. SharePoint Management
- Manage SharePoint record folders to ensure intuitive structure and access
- Support implementation of naming conventions and metadata tagging to improve searchability
- Troubleshoot SharePoint issues and guide staff on document and records management best practices
- Ensure SharePoint permissions reflect records’ sensitivity and access control policies
Qualifications / Special Skills
Applicants must meet one of the following criteria:
- Be enrolled in, or have completed, a graduate program (second university degree or equivalent, or higher)
- Be enrolled in, or have completed, the final academic year of a first university degree program (minimum bachelor’s degree or equivalent)
Field of Study:
Must be closely related to administration, information management, records management, archival science, or a relevant discipline.
Additional Requirements:
- No prior professional experience is required
- A field of study relevant to the internship (e.g., administration, information management) is essential
- Must be computer literate in standard software applications, especially Office 365 (MS Word, Excel, PowerPoint, SharePoint)
- Basic understanding of SharePoint or similar digital document management systems is required
Proof of eligibility (enrollment or graduation) will be required at a later stage of the selection process.
Languages
- Fluency in spoken and written English is required
- Knowledge of another UN official language is an advantage (Arabic, Chinese, French, Russian, or Spanish)
Additional Information – Internship Specifics
- Interns are not financially remunerated by the United Nations
- Costs for travel, visas, accommodation, and living expenses are the responsibility of interns or their sponsoring institutions
- Interns who are not citizens or permanent residents of the internship country may require appropriate visas and work authorization
- Successful candidates should clarify visa requirements before accepting the internship offer
Deadline : Aug 10, 2025
