Intern Program and Operations Verified listing

 Position Overview  

CESVI is looking for a motivated and well-organized Intern – Programme & Operation to support its Islamabad office  and field teams with day-to-day administrative, documentation, and office support tasks.

The position is suitable for a fresh Master’s graduate or a candidate at the beginning of his/her professional career  who has some basic office exposure through an internship, NGO/INGO, corporate office, volunteer assignment, or  similar experience.

A key responsibility of the position will be to support the collection, organization, digitization, filing, and archiving of  project and office documents received from CESVI staff in Karachi, Bisham, Mirpur Khas, and other locations. The  position will also provide routine administrative support to Heads of Departments and other staff.

This is a junior-level position offering a good opportunity to gain practical experience in the systems, procedures, and  professional working environment of an international organization.

Key Responsibilities  

Document Management and Archiving  

• Coordinate with project and support staff for collection of required project and office documents.  • Follow up with staff in Karachi, Bisham, Mirpur Khas, and other locations for pending or missing documents.  • Sort, scan, name, file, and archive documents according to CESVI filing standards.
• Maintain properly organized physical and electronic files.
• Maintain document indexes, archive registers, tracking sheets, and a central database of project documents.  • Check documents for basic completeness before filing, including signatures, dates, references, and required  attachments.
• Ensure scanned documents are clear, complete, and saved in the correct folders.
• Retrieve files and documents when requested and ensure their proper return to the archive.  • Support preparation and organization of documentation required for project closure, internal reviews, audits,  and other checks.
• Maintain confidentiality and proper handling of official, financial, HR, project, and other sensitive documents.

General Office and Administrative Support  

• Provide day-to-day administrative and office support to Heads of Departments and other staff.  • Assist with photocopying, printing, scanning, binding, filing, and preparation of documents.  • Arrange documents for review, approval, and signatures and follow up when required.  • Support preparation of document sets, folders, forms, and other materials for meetings, trainings, workshops,  and field activities.
• Assist with incoming and outgoing documents, courier packages, and routine office correspondence.  • Maintain simple registers, lists, trackers, and administrative records.
• Support the organization and labeling of filing cabinets, archive boxes, shelves, storage areas, and office  records.
• Assist with stationery and basic office supply management and report items requiring replenishment.  • Carry out routine office errands and other small administrative tasks as required.
• Provide additional administrative support during busy periods or special office activities.

Coordination and Follow-up  

• Coordinate with staff through telephone, email, and other approved communication channels for routine  administrative and documentation matters.
• Follow up on pending documents, information, approvals, and other assigned actions.  • Maintain simple follow-up lists and keep the supervisor informed about long-pending matters.  • Communicate professionally and politely with staff working at different CESVI locations.  • Assist in the movement and tracking of documents between the Islamabad office and field locations.  • Support staff with approved forms, templates, and document requirements when needed.

Meetings and General Office Support  

• Assist with preparation of meeting and training rooms.
• Prepare agendas, attendance sheets, stationery, handouts, and other required materials.  • Support attendance records and collection of documents after meetings and trainings.  • Assist in keeping common filing, storage, and administrative work areas organized.
• Perform other reasonable office support and administrative duties assigned by the supervisor.

Education and Experience Essential  

• Master’s degree, preferably in Business Administration, Management Sciences, Public Administration,  Commerce, Social Sciences, or another relevant field.
• Fresh graduates are encouraged to apply.
• Some previous exposure through an internship, volunteer assignment, NGO/INGO, corporate office, or similar  professional environment will be an advantage.
• Good working knowledge of Microsoft Word, Excel, Outlook, and basic office IT tools.  • Good computer and typing skills.
• Comfortable using printers, photocopiers, scanners, PDF tools, and electronic filing systems.  • Ability to organize physical and electronic records systematically.
• Ability to communicate professionally through email and telephone.
• Good spoken and written Urdu with excelent working knowledge of English.

Required Skills and Personal Qualities The

successful candidate should be:

• Organized, responsible, and attentive to detail.
• Willing to learn and able to follow instructions and procedures.
• Comfortable handling documentation, filing, scanning, data entry, and routine office work.  • Able to manage several small tasks and priorities during the working day.
• Professional and polite when communicating with colleagues.
• Able to work with staff at different levels and locations.
• Reliable in following up assigned tasks and meeting deadlines.
• Careful when handling confidential documents and information.
• Flexible and willing to support different office requirements.
• Positive, cooperative, and interested in developing a professional career.