Finance Temporary staff (Intern-Documentation assistant)

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Background

As part of the closure process of the Libya office, all physical documentation must be reviewed, scanned, and archived electronically to ensure proper record retention, accessibility, and compliance with organizational policies.

Given the significant volume of documentation accumulated over the years and the limited timeframe available to complete the office closure activities, temporary support is required. The Finance and Operations teams remain engaged in ongoing close-out responsibilities, and the support of 1 intern will help ensure timely digitization, organization, and archiving of office records while maintaining documentation standards.

Objective

To support the Libya office closure process by scanning, organizing, and archiving physical

documents into electronic format over a period of three (3) months.

Scope of Work

1.Document Review and Preparation

•Review physical files and prepare documents for scanning.

•Remove staples, clips, and organize documents to facilitate efficient digitization.

Document Scanning

• Scan office records and supporting documentation in accordance with established filing procedures.

•Ensure scanned copies are complete, legible, and accurately reflect the original

documents.

3.Electronic Filing and Organization

•Save scanned documents using the organization's approved naming.

•Organize electronic files within designated folders and archive structures.

4.Quality Assurance

•Verify that all scanned documents are complete and readable.

•Re-scan documents were necessary to ensure quality standards are met.

5.Records Management

•Assist in maintaining an organized tracking system for scanned and archived documents.

•Flag missing, damaged, or unclear documents for review by the supervisor

Expected Deliverables

•Physical office documents reviewed and prepared for archiving.

•All assigned documents scanned and saved electronically.

•Electronic files properly named and organized within the designated folder structure.

•Progress tracker updated regularly throughout the assignment.

•Completion of the digitization and archiving activities assigned during the internship period.

Qualifications and Skills

•Basic computer literacy and proficiency in Microsoft Office applications.

•Ability to use scanning equipment and manage electronic files.

•Strong attention to detail and accuracy.

•Ability to handle confidential information with discretion and professionalism.

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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