Finance Filing Intern, IOM TUNISIA Retour vers les opportunités

Please note that only short-listed candidates will be contacted

Duty Station : Tunis, Tunisia
Position Title : Finance Filing Intern
Classification : Internship
Type of Appointment : 3 months
Estimated starting date : June 2023

Organizational Context and Scope:

The International Organization for Migration (IOM) is an organization of the United Nations with
174 Member States committed to the principle that humane and orderly migration for the
benefit of all. Established in 1951 and now active in over 400 field locations in 100 countries
worldwide, IOM works with governments, civil society, and other partners to assist in meeting
the operational challenges of migration governance; advance understanding of migration issues;
promote social and economic development through migration and uphold the human dignity
and well-being of migrants.
Under the overall guidance of the chief of mission, and in close coordination of finance,
PROC/LOG unit, and the direct supervision of RMO, the incumbent will be an organized intern
specialized in filing and archiving. The incumbent will do file management and maintenance of
RM unit, organize paperwork according to an efficient filing system and digitalize all important
documents. The successful candidate is expected to protect and update files as well as make
them easily accessible.

Responsibilities and Accountabilities:

• Sort all according to content, dates, significance etc.
• Create or update records with new files and information
• Store all paperwork in designated places securing the important documents
• Enter paperwork into an electronic system either by data entry or by using optical
scanners
• Deal with all requests to access files and keep logs of borrowed papers
• Develop an efficient filing system to make updating and retrieving files easier
• Follow policies and confidentiality dictations to safeguard data and information
• Monitor inventory of files, paper clips etc. and report shortages to your colleagues.
• A filing plan of the existing admin, finance and procurement files in order: To retrieve
easily any information needed and records; To facilitate easy search; To organize, keep
and facilitate easy access.
• Making an inventory of the existing publications in stock;
• Sorting-out the documents to be filed in collaboration with RM Department;
• Classifying and indexing documents in a way to identify, personalize and recognize them
thanks to the specific features assigned to each document that will permit easy retrieval;
• Proposing an electronic filing in order to allow the protection, searching and fast
processing of the records;
• Packaging in archive boxes to the filing and archiving plan;
• Installing document software and creating a database in accordance with the needs ;
• Typing the bibliographical notes in the database;
• Organizing a training on filing techniques for the concerned personnel if needed;
• Submitting a report to the RMO at the end of the cycle.

Learning Objectives:

• Introduction of IOM’s work;
• Opportunities to apply classroom knowledge in a professional environment along with an
insight of the everyday office environment
• Build and develop professional relationships with IOM colleagues in other units
• Work as a team member in a multicultural setting
• Develop intranet content knowledge

Desirable Qualifications and Experience:

• Completed university degree from an accredited academic institution, preferably in
Filing and Archiving.
• demonstrated interest in working in related issues.
• sound knowledge of archiving systems
• capacity to effectively interact with colleagues from different units.
• clearly communicates, and listens to feedback on, changing priorities and procedures.

Languages:

• Full fluency in written and spoken Arabic, French and English