Volunteer Document Management Assistant

Job Posting Organization:
UN Women is an organization dedicated to gender equality and the empowerment of women, established under the United Nations framework. Its mission is to eliminate discrimination against women and girls, empower women, and achieve gender equality in all aspects of life. UN Women operates globally, with a focus on various countries, including Tanzania, where it aligns its strategic plans with national priorities to support gender equality initiatives. The organization emphasizes building effective partnerships with civil society and other stakeholders to advance its mission.

Job Overview:
The position of Volunteer Document Management Assistant at UN Women involves updating and converting existing documents to new e-filing standardized templates. The role requires maintaining confidentiality, consistency, and accuracy while ensuring alignment with organizational standards. Volunteers will be assigned a specific number of documents to complete within an agreed schedule and will participate in an induction session to understand the expected outputs. This role provides an opportunity to gain hands-on experience in document formatting, records management, and HR administrative processes within an international development context. Volunteers will enhance their attention to detail and organizational skills while learning about the management of sensitive information in accordance with UN Women’s policies.

Duties and Responsibilities:

• Update and convert existing documents from old templates to new e-filing standardized templates, ensuring confidentiality and accuracy.
• Complete assigned documents within the agreed schedule.
• Attend an induction session to understand the expected outputs for the assignment.
• Maintain HR-related data in compliance with UN Women’s rules and regulations.
• Update and maintain internal databases and files on HR matters securely and confidentially, ensuring data integrity and accessibility.
• Sign a Non-Disclosure Agreement (NDA) when handling sensitive documents or information.
• Collaborate with other volunteers and staff to ensure effective document management and adherence to organizational standards.

Required Qualifications:
Volunteers should possess strong attention to detail, organizational skills, and a commitment to confidentiality. Familiarity with document management systems and HR policies is advantageous. Additionally, volunteers should demonstrate the ability to work independently and collaboratively within a team environment. Proficiency in using standard office software and tools is also required.

Educational Background:
A background in human resources, administration, or a related field is preferred. However, candidates from diverse educational backgrounds who demonstrate relevant skills and a commitment to gender equality are encouraged to apply.

Experience:
While prior experience in document management or HR administration is beneficial, it is not mandatory. This volunteer position is suitable for individuals looking to gain practical experience in an international development organization and enhance their professional skills.

Languages:
Fluency in English is mandatory, as all documentation and communication will be conducted in English. Knowledge of additional languages, particularly those relevant to the local context in Tanzania, is considered an asset but not required.

Additional Notes:
This is a volunteer position, and the duration of the contract is not specified. The role is part-time and may require flexibility in hours to meet deadlines. Volunteers will be working in a supportive environment that promotes learning and professional development. Compensation is not provided, but volunteers will gain valuable experience and skills that can enhance their future career opportunities.