WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
Internship Title: Knowledge Management Intern
Type of Contract: Intern
Duty Station (City): Indonesia Country Office (Jakarta)
Unit: Monitoring, Evaluation and Knowledge Management
Duration of Internship: Two (2) months
Deadline for internship application submission: 3 June 2024
About the Internship Program:
At the World Food Program, we recognize the vital role of knowledge management in enhancing our operational efficiency and impact. As part of our commitment to continuous improvement, we are excited to offer internship opportunities that focus on advancing our knowledge management systems. Interns will gain hands-on experience in data management, information sharing, and the development of digital tools that support our global mission to save and change lives. This program provides a unique chance for interns to contribute to meaningful projects, learn from leading experts in the field, and develop skills that are essential for the internโs future career.
In support of the developing Knowledge management system, the primary objective of this internship is to enhance the officeโs document management system by improving the file naming conventions, creating a comprehensive repository system for all documents, and training staff to efficiently use the new system. The Intern will be mentored by the WFP Indonesiaโs Head of Monitoring, Evaluation and Knowledge Management (M&E/KM) with technical guidance from the IT Officer.
Key Responsibilities:
- Improve File Naming System:
- Review the current file naming conventions and identify areas for improvement.
- Develop a standardized file naming system that is logical, consistent, and easy to use.
- Ensure the new system can be easily adopted and understood by all staff members.
- Create a Repository System for All Documents:
- Conduct an audit of existing documents and their storage locations.
- Design a centralized repository system for all office documents, ensuring it is secure, organized, and accessible.
- Implement the repository system, transferring existing documents as necessary and ensuring proper categorization and indexing.
- Train Staff to Use the System:
- Develop training materials and guides to assist staff in understanding and using the new file naming and repository systems.
- Conduct training sessions, workshops, or one-on-one training to ensure all staff members are proficient in using the new system.
- Provide ongoing support and troubleshooting as staff transition to the new system (within the internship period).
Key Deliverables:
- A documented file naming and tagging protocol, including guidelines and examples.
- A fully implemented online document repository system with all existing documents properly categorized and tagged.
- Simple user guide(s) for staff to use the repository system.
- A training session on the file naming, tagging, and the use of repository system conducted.
- Regular progress reports to the mentor, highlighting achievements, challenges, and next steps.
Qualifications:
- Currently pursuing or recently completed a degree in Business Administration, Information Management, Information Technology, Industrial Science, Library Science, or a related field.
- Strong organizational skills and attention to detail.
- Proficiency in document management software and Microsoft Office Suite.
- Familiar with Microsoft SharePoint and Microsoft Teams.
- Excellent communication and interpersonal skills.
- Ability to work independently and collaboratively within a team.
Languages: Fluency in English and Bahasa Indonesia.
- Train Staff to Use the System:
- Create a Repository System for All Documents: