Archiving and Records Management Internship Kingston 2025

The International Seabed Authority (ISA) is seeking a highly motivated intern to support the development and operationalisation of an efficient filing and knowledge management system for the Compliance Assurance and Regulatory Management Unit (CARMU).

This role provides an excellent opportunity to gain hands-on experience in information management, archival practices, and database development within an international organization.

Responsibilities

Under the direct supervision of the Contract Management Officer and within limits of assigned authority, duties may include but are not limited to:

• Assist with the development of a comprehensive file management system, including the creation of file classification structures, naming conventions, and retention schedules.
• Conduct a thorough review of existing filing systems and identify areas for improvement.
• Relocate all historical digital CARMU files to the online CARMU folder.  
• Support the digitization of physical files and the migration of electronic files into the new system.
• Assist in developing data standards and ensuring accurate and consistent data entry.
• Contribute to the creation of user manuals and materials for the file management system.
• Support the implementation of the file management system and provide ongoing user support.
• Conduct research on best practices in archiving and records management.
• Assist with other related tasks as assigned.

Competencies

Professionalism

Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Teamwork

Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Builds consensus for task purpose and direction with team members.

Supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Technological Awareness

Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the Office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.

Education

To qualify for an internship with CARMU under the Executive Office of the Secretary General (CARMU – EOSG) at the Headquarters of the International Seabed Authority (ISA) the following conditions must be met. Applicants must:

• Be currently enrolled in an undergraduate or graduate university program in information management, information systems, computer science, business administration, mathematics or a related field or have recently graduated with a university degree in the programmes stated above.
• Be proficient in Microsoft Office Suite and database management software (e.g., Access, Excel).
• Have strong organizational and analytical skills.
• Have keen interest in international law and ocean governance.
• Ability to work independently and as part of a team.
• Have excellent communication and interpersonal skills.
• Have high level of attention to detail
• Have knowledge of file management systems or database development.
• Knowledge of archival principles and practices.
• Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views.
• Have a demonstrated keen interest in the work of the United Nations and of the ISA, and have a personal commitment to the ideals of the Charter

No professional work experience is required for participation in the internship programme.

Languages

English and French are the working languages of the ISA Secretariat. For the internship advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

Assessment

Candidates will be assessed based on their Personnel History Profiles (PHP). Individual interviews may be conducted for further assessment. A complete online application (Cover Note and Personal History profile) is required. Incomplete applications will not be reviewed. The Cover Note must include:

• Title of degree you are currently pursuing;
• Graduation date (when will you be graduating from the programme);
• List of IT skills and programmes.
• Explain why you are the best candidate for the internship position.  
• In your Personal History Profile, be sure to include all past work experience, if any; IT skills and three references.
• Due to high volume of applications received, ONLY successful candidates will be contacted.

Special notice

Applicants are asked to please indicate preferences which best match his/her suitability and do so carefully in order to enhance the value of the internship for both the intern and the receiving ISA Office. Applicants are encouraged to apply for internships which relate directly to their studies and/or skills and expertise.

Applicants are asked to please indicate preferences which best match his/her suitability and do so carefully in order to enhance the value of the internship for both the intern and the receiving ISA Office. A person who is the child or sibling of a staff member shall not be eligible to apply for an internship at the ISA. An applicant who bears to a staff member any other family relationship may be engaged as an intern, provided that he or she shall not be assigned to the same work unit of the staff member nor placed under the direct or indirect supervision of the staff member.

For purposes of this instruction, "child" means (i) the child of a staff member; (ii) the child of the spouse of a staff member (stepchild); and (iii) the spouse of a child of a staff member or a staff member's spouse (son- or daughter-in-law). "Sibling" includes the child of both or either parent of a staff member and the child. Interns are not financially remunerated by the International Seabed Authority.

Costs and arrangements for travel, visas, accommodation and living expenses are the responsibility of interns or their sponsoring institutions. The International Seabed Authority shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The International Seabed Authority Secretariat is a non-smoking environment.