Background

Freelance work platform

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Admin Assistant Interns will support the Country Office in digitizing and organizing historical administrative and financial records, as well as providing general administrative assistance during an ongoing office space reorganization. This assignment will contribute to improving records management, documentation accessibility, office space optimization, and overall operational efficiency.

Description of Responsibilities

A. Document Digitization and Records Management

• Support the scanning and digitization of manual financial vouchers and supporting documents generated during the period when the ATLAS ERP system was in use.
• Ensure that all scanned documents are clear, complete, and properly labeled in accordance with established filing protocols.
• Assist in organizing and categorizing digital files within the designated document management system or shared drives.
• Support the indexing and archiving of both physical and electronic records to ensure easy retrieval and compliance with records retention policies.
• Identify and flag incomplete or missing documentation for follow-up by relevant staff.

B. Administrative and Office Support

• Provide general administrative support to the Operations Unit, including filing, document handling, and basic office coordination tasks.
• Assist in the reorganization of office space, including sorting, labeling, and relocating files, equipment, and supplies as required.
• Support inventory checks and basic asset tagging where necessary.
• Perform any other administrative tasks as assigned by the Operations Team.

C. Compliance and Quality Assurance

• Ensure adherence to confidentiality and data protection standards when handling sensitive financial and administrative documents.
• Maintain accuracy and consistency in document naming conventions and filing structures.
• Follow established Standard Operating Procedures (SOPs) for records management and administrative processes.

Learning Objectives

The internship is designed to provide practical exposure and capacity development in the following areas:

A. Records Management and Digitization

• Gain hands-on experience in document digitization processes, including scanning, indexing, and electronic archiving.
• Develop understanding of records management systems and best practices within an international organization.

B. Administrative and Operational Support

• Build skills in office administration, coordination, and organizational processes.
• Learn how administrative functions support program delivery and institutional efficiency.

C. Exposure to UN Systems and Processes

• Gain familiarity with UN operational procedures, compliance standards, and documentation protocols.
• Understand the transition from manual to digital systems in organizational environments.

D. Professional Development

• Enhance attention to detail, time management, and organizational skills.
• Strengthen teamwork, communication, and professional work ethics in a multicultural work environment.

Expected Deliverables

• Digitized and properly organized archive of assigned financial and administrative documents.
• Updated and structured filing system (physical and/or electronic).
• Support to successful completion of office reorganization activities.

Supervision

The interns will report to the Operations Manager and will receive day-to-day guidance from designated Operations Unit staff.

Competencies:

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Values and Competencies Framework:

Functional Competencies:

• Attention to detail and accuracy
• Organizational and time management skills
• Ability to handle confidential information with discretion
• Basic computer literacy (MS Office, scanning tools)
• Ability to work collaboratively in a team environment

Qualifications

Education:

• University studies in one of the following disciplines: Business Administration, Human Resource, Procurement, Finance, and Accounting or other relevant subjects is required.
• Meet one of the following:
  • Be enrolled in a graduate school programme (second university degree or equivalent, or higher);
  • Be enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent);
  • Have graduated with a university degree and, if selected, must commence the internship within a two-year period of graduation; or
  • Be enrolled in a postgraduate professional traineeship program which is part of a degree programme and undertake the internship as part of the program requirements.

Remuneration:

Interns who are not in receipt of financial support from other sources such as universities or other institutions will receive a stipend from UN Women to partially subsidize their basic living costs for the duration of the internship.

• Support the scanning and digitization of manual financial vouchers and supporting documents generated during the period when the ATLAS ERP system was in use.
• Ensure that all scanned documents are clear, complete, and properly labeled in accordance with established filing protocols.
• Assist in organizing and categorizing digital files within the designated document management system or shared drives.
• Support the indexing and archiving of both physical and electronic records to ensure easy retrieval and compliance with records retention policies.
• Identify and flag incomplete or missing documentation for follow-up by relevant staff.
• Provide general administrative support to the Operations Unit, including filing, document handling, and basic office coordination tasks.
• Assist in the reorganization of office space, including sorting, labeling, and relocating files, equipment, and supplies as required.
• Support inventory checks and basic asset tagging where necessary.
• Perform any other administrative tasks as assigned by the Operations Team.
• Ensure adherence to confidentiality and data protection standards when handling sensitive financial and administrative documents.
• Maintain accuracy and consistency in document naming conventions and filing structures.
• Follow established Standard Operating Procedures (SOPs) for records management and administrative processes.

• Attention to detail and accuracy
• Organizational and time management skills
• Ability to handle confidential information with discretion
• Basic computer literacy (MS Office, scanning tools)
• Ability to work collaboratively in a team environment

• University studies in one of the following disciplines: Business Administration, Human Resource, Procurement, Finance, and Accounting or other relevant subjects is required.
• Meet one of the following:
• Be enrolled in a graduate school programme (second university degree or equivalent, or higher);
• Be enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent);
• Have graduated with a university degree and, if selected, must commence the internship within a two-year period of graduation; or
• Be enrolled in a postgraduate professional traineeship program which is part of a degree programme and undertake the internship as part of the program requirements.