Document Management (Management Information System) Internship , Kabul, Afghanistan

Background Information - Afghanistan
Afghanistan With more than 20 years of experience in the country, UNOPS Afghanis...

Afghanistan
With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO activities cover a range of sectors including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.

Background Information - Job-specific
Purpose and Scope of Assignment The Document Management Intern will assist...
Purpose and Scope of Assignment
The Document Management Intern will assist in supporting the VCEP project, focusing on document organization, system testing, and data analysis. The intern will play an integral role in managing both physical and digital documents, as well as contributing to the development of dashboards and visualizations using Looker Studio and BigQuery. This role offers an excellent opportunity to gain practical experience in document and data management within an international organization. The intern will collaborate with the Data Management Specialist and other key team members to implement document management practices that align with UNOPS procedures and the project's Standard Operating Procedures (SOP).

Functional Responsibilities
Key Responsibilities: A. Document Organization and Management Assist ...
Key Responsibilities:

A. Document Organization and Management

• Assist in organizing, indexing, and maintaining both physical and digital document repositories to ensure easy access and retrieval.
• Help classify and tag documents according to the project’s taxonomy and document management standards.
• Support in retrieving and archiving documents, ensuring they are accessible to authorized personnel and stored securely.
• Ensure all document management activities comply with UNOPS data protection and privacy policies.

B. Data Analysis, Reporting, and Visualization

• Assist in developing reports and dashboards using Looker Studio and BigQuery to support decision-making and project analysis.
• Help analyze project-related data to identify trends, areas for improvement, and performance indicators.
• Contribute to transforming raw data into actionable insights for internal and external stakeholders.

C. MIS application Testing and Enhancements

• Participate in testing the MIS, providing feedback on system performance and identifying areas for improvement.
• Assist in documenting the database structure and aligning it with project data management objectives.
• Collaborate with the Data Management Specialist to ensure that any necessary system improvements are implemented.

D. Process Standardization and Documentation

• Assist in documenting and standardizing document management processes to ensure consistency across the project.
• Help in refining and improving standard operating procedures (SOPs) for document and data management.
• Work with team members to ensure that the project’s document management systems align with organizational standards.
• Help develop training materials and resources for ongoing capacity building within the team.

E. Learning Objectives This internship provides hands-on experience and growth opportunities in the following areas:

• Document Management and System Optimization
• Data Visualization and Reporting
• MIS application Testing and Improvement
• Collaboration and Communication

Education/Experience/Language requirements
Education and Qualifications: Applicants must have completed a degree ...
Education and Qualifications:

• Applicants must have completed a degree in Information Technology, Computer Science, Information Systems, or a related field from a recognized university in Afghanistan within the last 4 years.
• Familiarity with document management, library sciences, or related fields is an asset.
• Strong attention to detail, organizational skills, and a methodical approach to handling documents are essential.

Experience:

• No specific professional experience is required for this position;however, familiarity with document management practices and data visualization tools is an advantage.

Language requirement:

• Fluency in English – both written and oral
• Fluency in Dari and Pashto – written and oral

Competencies
Treats all individuals with respect; responds sensitively to differences and enc...

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
Contract type, level and duration
Contract type: Internship Contract level: ...

Contract type: Internship
Contract level: Intern
Contract duration: 4 months with possible extension

This internship is not designed to lead to a staff position with UNOPS. Therefore, there should be no
expectation of employment at the end of the internship.

For more details about UNOPS please follow this link:
https://jobs.unops.org/Pages/About/WhatWeOffer.asp

Additional Information
Please note that UNOPS does not accept unsolicited resumes. Applic...

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.