Job Description
Duration:
- Internship (2-6 months)
- Initial Contract Duration: 4 months
Job Description
Job Identification (Reference Number): 15316
Position Title: Intern - Archives and Records Management
Duty Station: Geneva, Switzerland
Classification: Intern, Grade Other
Type of Appointment: Internship, four months with possibility of extension
Closing Date: 18 June 2025
Introduction
Established in 1951, the International Organization for Migration (IOM) is a Related Organization of the United Nations and is the leading UN agency in the field of migration. IOM works closely with governmental, intergovernmental, and non-governmental partners and is committed to promoting humane and orderly migration for the benefit of all. It provides services and advice to governments and migrants alike.
Context
Within the Department of Financial and Administrative Management (DFAM), the Archives and Records Management Team (ARMT) is responsible for:
- Coordinating archives and records management at both Headquarters and field offices;
- Leading the completion and periodic updating of comprehensive records management instructions, including retention schedules;
- Ensuring efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records across IOM;
- Managing records as evidence and information in compliance with legal obligations and business requirements;
- Safeguarding IOM’s institutional memory and historical archives;
- Providing internal and external access to IOM’s historical archives.
Under the overall supervision of the HQ Building Project Director and direct supervision of the Archives and Records Specialist, the intern will assist with various records management tasks, including processing accessions, updating databases, facilitating records transfer, monitoring environmental controls, and providing administrative support.
Responsibilities
Assist with Records Centre Operations
- Process new accessions and update related databases.
- Support space management and allocation activities.
- Monitor environmental controls and help address any issues.
Assist with Records Transfer and Accessioning
- Facilitate the physical transfer of scheduled records to the Records Centre.
- Verify transfer documentation and ensure accuracy of records.
- Support offices through all stages of the transfer process.
Assist with Reference Operations and Access Requests
- Respond to access requests in accordance with approved procedures.
Assist with Records Disposal
- Liaise with HQ Common Services to facilitate disposal of physical records.
- Prepare and oversee the destruction of records that have met their retention period.
- Update the records centre database accordingly.
Assist with Supply Management
- Support the acquisition, management, and dissemination of archiving supplies.
Support Training Activities
- Assist in training Archives and Records (A&R) focal points on preparation, labeling, and inventorying of records.
Provide Administrative Support
- Support section and unit chiefs with general administrative tasks.
- Perform other duties as assigned.
Training Components and Learning Elements
- Gain hands-on experience in archives and records management within an international, multicultural environment.
- Develop understanding of IOM’s role and activities within the United Nations system.
- Access IOM’s internal online training resources.
- Interact with IOM personnel at Headquarters and field missions.
Qualifications
Education
- High school diploma; and
- Enrolled in or recently graduated (within 12 months) from a Bachelor’s or Master’s program in Archives, Records Management, or Information Science.
(Accredited institutions are those listed in the UNESCO World Higher Education Database.)
Experience
- Familiarity with office software (MS Word, Excel) and basic data analysis tools.
- Experience using SharePoint is an asset.
Skills
- Strong English writing and editing skills.
- Familiarity with design tools and platforms.
- Understanding of social media platforms (Facebook, Twitter, Instagram, YouTube).
- Ability to work collaboratively in a multicultural, multilingual team environment.
Languages
- Fluency in English (oral and written) is required.
- Working knowledge of French is highly desirable.
- Knowledge of another official UN language (Arabic, Chinese, Russian, Spanish) is an advantage.
Eligibility and Selection Criteria
Applicants must meet the following criteria:
- Have academic interest or coursework related to IOM’s programs.
- Be currently enrolled in the final year of a university degree (Bachelor’s or higher) or have graduated within the past 12 months.
- Be between 20 and 36 years of age.
- Be sponsored or funded by an institution (university, government, etc.), or require an internship to complete academic requirements.
Only shortlisted candidates will be contacted. A modest monthly stipend may be provided, depending on location and experience. Please consider the cost of living in Geneva before applying.
Required Competencies
Values
- Inclusion and respect for diversity: Respects and promotes individual and cultural differences.
- Integrity and transparency: Upholds high ethical standards.
- Professionalism: Demonstrates competence and sound judgment.
- Courage: Willing to stand up for important issues.
- Empathy: Demonstrates compassion and fairness.
Core Competencies
- Teamwork: Encourages collaboration to achieve results.
- Delivering Results: Produces quality, timely outcomes.
- Managing and Sharing Knowledge: Promotes learning and innovation.
- Accountability: Takes responsibility for actions and outcomes.
- Communication: Communicates clearly and persuasively.
Note
IOM does not charge a fee at any stage of the recruitment process. It also maintains a zero-tolerance policy towards any form of misconduct, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination.
Applications must be submitted via IOM’s official online recruitment platform.
Deadline: June 19, 2025
