GSS Supply Intern

Descrizione del lavoro:

Deadline for ApplicationsMay 28, 2026

Hardship Level (not applicable for home-based)H (no hardship)

Family Type (not applicable for home-based)
Family

Staff Member / Affiliate Type
Internship

Target Start Date2026-06-01

Terms of ReferenceOrganizational context
UNHCR Global Shared Services (GSS) provides corporate, operational, and administrative support services that enable the organization to deliver more efficiently and effectively on its mandate. Clear internal coordination, structured records management, high-quality documentation, and effective communications are important enablers of strong service delivery.

Within the Supply Operational Support Section, the intern will support the team in organizing and maintaining shared filing systems, updating workplans and planning trackers, supporting unit leads in compiling documentation and materials, and liaising with communications counterparts to help ensure that key deliverables, records, and communication products are organized, current, and delivered on time.

The internship will provide practical exposure to shared services, supply support, records and knowledge management, internal coordination, and communications workflows in an international humanitarian organization.

The position
The Administrative Supply Intern will work under the direct supervision of the relevant supervisor in the Supply Operational Support Section. The intern will contribute to the organization and maintenance of shared information and documentation systems, support planning and deadline tracking, assist with drafting and compilation of materials, and provide coordination support for communication-related tasks.

The ideal candidate will be highly organized, detail-oriented, comfortable working with Excel and Microsoft 365 tools, confident in handling documents and trackers, and able to communicate effectively with colleagues across different teams. Experience or interest in records management, project coordination, knowledge management, communications support, or administrative organization will be an asset.

Duties and responsibilities
Under the supervision of the designated supervisor, the intern will support the team with the following tasks:
1. Records, filing, and SharePoint support
* Support the organization and maintenance of the team's shared filing system on SharePoint and related shared workspaces.
* Review folders and files to identify duplicates, outdated materials, filing gaps, and opportunities for better organization.
* Apply agreed naming conventions, version control, and basic filing discipline to improve consistency and document retrieval.
* Maintain simple trackers of key folders, document owners, filing gaps, and access or permission needs, as requested.
* Support periodic clean-up, archiving, and rationalization exercises for digital records and reference materials.
* Help compile and maintain simple filing guidance, quick-reference notes, and supporting materials for colleagues.
2. Work planning and deadline tracking
* Update workplans, milestone trackers, action logs, and planning spreadsheets on a regular basis.
* Consolidate inputs from unit leads into common planning trackers and support the follow-up of pending actions.
* Maintain a calendar of deadlines for recurring deliverables, meetings, briefing materials, and communication-related products.
* Flag missing inputs, overdue actions, or inconsistencies to the supervisor in a timely manner.
* Support preparation of simple progress summaries and status updates for internal follow-up.
* Help maintain general schedules with milestones and contribute to tracking mechanisms for recurring team activities.
3. Documentation and materials compilation
* Support unit leads in compiling, organizing, and formatting background documents, meeting materials, briefing packs, presentations, and reference folders.
* Assist in consolidating inputs from different colleagues into coherent working drafts or complete document packages.
* Carry out basic quality control checks for formatting, completeness, version consistency, naming, and file organization.
* Support the preparation of draft templates, checklists, FAQs, and other practical reference materials for team use.
* Maintain a repository of standard templates, guidance documents, and reusable reference materials.
4. Communications coordination support
* Liaise with the relevant communications focal points / GSS communications team to follow up on deadlines, required inputs, and planned communication products.
* Support the preparation and formatting of routine internal communication products, such as short updates, intranet materials, briefing notes, newsletters, or presentation content.
* Help ensure that communication products and reference materials are stored in the correct shared locations and remain accessible to relevant colleagues.
* Assist in maintaining simple trackers for communications products, deadlines, dissemination status, and related follow-up actions.
* Contribute to keeping SharePoint, intranet, and other digital content areas organized and up to date, as requested.
5. Coordination and general support
* Prepare draft meeting notes, action points, and follow-up trackers when requested.
* Support the organization of meetings related to planning, documentation, and communications workflows.
* Help maintain contact lists, distribution lists, and internal reference tables relevant to section activities.
* Assist with other related administrative, coordination, documentation, or knowledge-management tasks assigned by the supervisor.

Minimum qualifications required
In order to be considered for an internship, candidates must meet the following eligibility criteria:
* Be either a recent graduate (having completed studies within two years of applying) or a current student in a graduate / undergraduate programme from a university or higher education institution accredited by UNESCO / IAU.
* Have completed at least two years of undergraduate studies in a field relevant or of interest to the work of UNHCR.
* Not have exhausted the maximum cumulative internship period with UNHCR, including any prior internships.
* Not have an immediate relative relationship of the type restricted under the UNHCR internship framework.

Education / academic background preferred for this role:
* Business Administration, Information Management, Communications, Project Management, Public Administration, International Relations, Records Management, Knowledge Management, or another relevant field.

Essential skills and competencies:
* Strong command of Microsoft Office applications, especially Excel, Word, Outlook, and PowerPoint.
* Good working knowledge of SharePoint, Teams, and general digital filing / collaboration tools.
* Strong drafting, formatting, and document-handling skills.
* Excellent attention to detail and strong planning / organizing ability.
* Ability to manage multiple tasks, follow through on deadlines, and work in a structured manner.
* Strong interpersonal skills and ability to work collaboratively across teams.
* First required language: English.

Desirable qualifications and skills
* Familiarity with project planning or tracking tools such as Microsoft Planner, Microsoft Project, Smartsheet, or similar tools.
* Experience supporting shared filing systems, records management, documentation coordination, or knowledge-management workflows.
* Experience supporting communications-related work, including formatting of updates, materials, presentations, newsletters, or intranet content.
* Familiarity with content organization, metadata, or document governance concepts.
* Knowledge of another UN language is an asset.

Standard Job Description

Required Languages
English
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Desired Languages

,
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Additional Qualifications

Skills
Education
Certifications

Work Experience

Other informationThis position doesn't require a functional clearance

RemoteNo