Logistics Knowledge Base Intern

Médecins Sans Frontières (MSF) is an international humanitarian aid organization that provides assistance in more than 70 countries to populations in distress, to victims of natural or manmade disasters and to victims of armed conflicts, without discrimination and irrespective of origin, religion, creed or political affiliation.

Logistics Knowledge Base Intern (m/f/x) – Brussels – MSF Belgium

CONTEXT

Logistics at MSF aims at providing a safe, functional and effective environment of care for our patients, the populations we assist and our teams through a pragmatic and solution-oriented approach. 3000+ Logs in MSF-OCB (Operational Center Brussels) work towards that mission in our countries of operations.
The HQ Logistics department supports that mission. It is now seeking support for its Information and Knowledge Management activities. This is a critical area of work to support the organization and the accessibility of information at all levels, especially staff working in our countries of operations.
In 2017, the MSF-OCB Logistics Department launched its Field Support Model, to give each Log in our operations equal chances to access knowledge and support. It then translated in a platform, Sherlog, with 3 pillars:

• A Knowledge Base, centralizing all reference documents, key logistics information, best practices, and guidelines.
• A Community of practice offering peer-to-peer support, where all MSF colleagues can ask questions, share experiences, exchange tips, knowledge, and lessons learned, and help each other.
• A Helpdesk, formalizing the support by regional and international teams previously given by email.

In 2023, the MSF-OCB Intranet project was launched offering a platform accessible to all MSF staff members, aiming to share important information, communication, and events. The platform was designed to help MSF staff find the information via one single portal and is currently hosting the Knowledge Base of several departments (Medical Department, Operations, Analysis and Supply Chain for example), while others use Sherlog (Log, HR, Finance).
Today, one year after the launch of the OCB Intranet, all departments remaining on Sherlog are migrating their dedicated Knowledge Base to the Intranet.

MAIN RESPONSIBILITIES

Objective of the internship: to migrate the Log Knowledge Base to the MSF OCB Intranet.
-Understand Requirements: Collaborate with stakeholders-SMEs (Subject Management Experts) from the department to ensure the MSF-OCB Intranet (based on Sharepoint) compatibility with logistics needs.
-Design Content Structure: Develop a user-friendly structure and interface for the Log Knowledge Base on the Intranet and configure settings and permissions to meet departmental needs and compliance regulations.
-Pilot and Execute Migration: Conduct test migrations, resolve issues, and perform full migration while ensuring data integrity and consistency.
-Evaluate and Optimize: Collect user feedback and monitor and enhance SharePoint performance and user satisfaction.
-Train and Support Users: Support in the development of training material and documentation to facilitate user adoption and troubleshooting.
The selected intern will work within the Log Knowledge Management Unit (KMU), under the supervision of the Information Manager and in collaboration with the Logistics Data Analyst and Knowledge Manager.

REQUIREMENTS

Education & Experience:
- Education: Bachelor’s degree in information management, Communications, Archiving, Computer Science, or a related field. Academic background in Information Knowledge management, administration, graphic design, or communication
- Technical Skills: Proficiency in Microsoft SharePoint, including site architecture, configuration, and permissions. Proficiency in Office 365, good knowledge of information diffusion platforms (CMS, social media…), experience with metadata management and data cleansing is an asset
Competencies:
- Demonstrate creativity and the use of communication tools and practices.
- Ability to adapt quickly and respond to changing work situations and priorities.
- Good communication, problem-solving and analytical skills.
•Ability to work collaboratively with cross-functional teams and stakeholders.
Languages
- Fluency in written and spoken English
- French is an asset
 

CONDITIONS

•Expected starting date: October 2024
•Location*: Brussels (Belgium)
*Due to legal administrative constraints, candidates must already be resident in Belgium or have a residence right as a student in Belgium or in the European Union allowing to move and study in the EU and with the willingness to relocate in Belgium at their own costs
•Position type: Internship (unpaid) - Registered student with mandatory internship under school/university convention
•Internship duration: 3 to 4 months
•Time allocation: preferably Full-time
•100% reimbursement for public transportation costs in Belgium, and 7 EUR/day worked in the office to cover lunch costs
•Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
•Adhere to the MSF Behavioral Commitments
Deadline for Applications: 15th of September 2024

How to apply?

Please, send your CV and cover letter to recruit-hq-log@brussels.msf.org and mention “Logistics Knowledge Base Intern" in the subject of your email.
Only shortlisted candidates will be contacted.

MSF values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.
The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data. For more information, consult our privacy notice to job applicants.