Intern - Admin

HELVETAS Swiss Intercooperation is a development organization anchored in Switzerland. Our vision is a just world in which all men and women determine the course of their lives in dignity and security, sustainably using environmental resources. The promotion of good governance and gender equality, and social equity is an integral part of the overall organizational policy of HELVETAS Swiss Intercooperation, through which we seek to ensure that our organizational culture and practice reflect our commitment to social change.

The Admin Intern will support the People & Culture and Administration Department in the systematic organization, indexing, archiving, and disposal of documents in compliance with HELVETAS policies procedures and management guidelines. The position will support effective records management, ensure proper document retention and disposal practices, and contribute to the efficient utilization of office storage and administrative resources.

• Contract Type: Internship – Full-time (100%)

• Function: People & Culture and Administration

• Duty Station: Country Office, Dhaka

• Reports to: Head of People & Culture and Administration

• Collaborators: Finance, Administration and Support Staff

The key responsibilities for this role may include the following but are not limited to:

Key Responsibilities:

The Admin Intern will:

• Segregate and organize financial documents, publications, project agreements, academic research documents and other records from existing storage boxes.

• Identify documents to be:

  • retained and stored at the Country Office;

  • archived at the designated external vendor`s storage facility; or

  • disposed of/destroyed by the authorized vendor in accordance with applicable management guidelines.

• Organize documents for archiving by year and project, place them systematically in designated boxes, and maintain appropriate box labels/tags.

• Prepare and maintain an Excel-based document index for all archived boxes, including relevant information such as document type, year, project and box reference.

• Organize old documents identified for disposal and pack them systematically in boxes as guided by the Finance and Administration Departments.

• Support the Administration and Finance teams in ensuring proper documentation and traceability throughout the archiving and disposal process.

• Perform other related tasks as assigned by the supervisor.