Compliance Intern

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. In close respect to humanitarian principles, PU-AMI promotes humanitarian access and dialogue with all components of the civil society in Lebanon, and delivers assistance based on the needs, regardless of religion, politics, and ethnic matters. Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises. PU-AMI in Lebanon has been implementing emergency and recovery projects in Health, Water, Sanitation, Hygiene, Shelter Rehabilitation and in Livelihood Recovery sectors.

Job Description

Overall Objective:

The intern supports the Compliance & Audit department in organizing and archiving documentation received from the field bases, including helping structure the physical central archive unit. Under supervision of the compliance officer, the intern contributes to the preparation of audit documentation and gains exposure to internal procedures related to compliance, finance, logistics, and program operations. The internship is designed to offer a learning experience in document management and internal control mechanisms within a humanitarian context.

Tasks and Responsibilities:

Thematic n°1: Handle centralized physical archiving activities at the COO Office

Thematic n°2: Support the development and implementation of archiving procedures and tools.

Thematic n°3: Participate in Audit preparation under supervision

Thematic n°4: Gain knowledge in internal procedures and compliance mechanisms.

Specific Objectives and Linked Activities:

1. TO CONTRIBUTE TO THE CENTRALIZED PHYSICAL ARCHIVING PROCESS

• Participate in physical archiving trainings and learn the importance of document retention and the role each department plays in archiving.
• Assist in the physical archiving process.
• Filter boxes received from the bases and segregate them.
• Shelve boxes and assign appropriate labeling.
• Support the management on admin folders related to archiving and assist in the data entry of boxes.
• Assist in identifying documents to be destroyed and learn the proper procedure.

2. TO SUPPORT THE DEVELOPMENT OF ARCHIVING PROCEDURES AND TOOLS WITHIN THE COMPLIANCE DEPARTMENT

• Assist the team in guiding other departments on the application of archiving SOPs
• Assist in creating internal control procedures to mitigate archiving-related risks.
• Assist in creating internal tools to track the archive inventory and access to the archive room.
• Assist in the organization and digitalization of selected documents in accordance with internal archiving procedures.

3. TO CONTRIBUTE TO AUDIT SUPPORT AND DOCUMENT REVIEW

• Assist in the collection and compilation of supporting documentation for internal and external audits.
• Accompany Compliance Officers in document checks and file review.
• Follow up with departments to retrieve or complete documentation as per audit requirements.
• Prepare audit documentation folders and ensure proper classification of supporting documents under supervision.

4. TO BECOME FAMILIAR WITH INTERNAL PROCEDURES AND COMPLIANCE STANDARDS

• Attend Compliance department meetings to understand departmental workflows and compliance priorities.
• Get familiar with internal procedures of Finance, HR, Logistics, and Program departments.
• Learn the required components of a complete accounting file (supporting documents by expense type) based on internal standards.
• Assist in small research tasks related to compliance documentation upon request.

Job Requirements:

Training

• Currently enrolled in or recently graduated from a university degree in Library Sciences, Information Management, Finance, Accounting, Business Administration,Law, or Audit. (Required)
• Basic training in administrative procedures or document handling. (Required)
• Additional coursework or certifications in compliance, internal control, or humanitarian project management. (Desirable)
• Training in digital archiving or data protection. (Desirable)

Professional Experiences

• 0–1 year of experience in an INGO or similar environment. (Required)
• Previous internship or volunteer work with INGO administrative/documentation support role. (Required)
• Experience in support functions such as Accounting, HR, Finance, or Logistics. (Desirable)
• Experience in documentation, archiving, or compliance-related tasks. (Desirable)
• Exposure to humanitarian or development projects. (Desirable)

Knowledge and Skills

• Basic understanding of document classification and archiving principles. (Required)
• Ability to handle physical files and maintain organized records. (Required)
• Familiarity with NGO or institutional administrative procedures. (Desirable)
• Awareness of basic donor documentation requirements. (Desirable)
• Exposure to document retention rules or digital archiving practices. (Desirable)

Languages

• Proficiency in English (verbal and written). (Required)
• Fluency in Arabic. (Required)
• Knowledge of French is an asset. (Desirable)

Software

• MS Office (Word, Excel) (Required)
• Experience using SharePoint or other document management platforms. (Desirable)
• Basic knowledge of Excel based tracking tools. (Desirable)
• Familiarity with scanning and indexing software. (Desirable)

Requirements of Behavioral Competencies:

• Ability to work independently, take the initiative and take responsibility in a proactive approach
• Self-motivated, flexible and adaptable to the needs of the team and organization
• Strong commitment in humanitarian principles
• Diplomacy and open-mindedness
• Good analytical skills
• Ability to work professionally and maturely
• Good communication and interpersonal skills.
• Attention to detail and ability to follow instructions and procedures
• Ability to work collaboratively within a team.

PUI-AMI Employment Conditions and Benefits:

• Contract: A Fixed-Term Internship Agreement
• 32-hour work week from Monday to Friday.
• Duration of the contract: 6 months
• Monthly remuneration:  600 USD based on PU-AMIs internal salary scale
• Work-accident insurance
• Paid leaves: 2 days per month
• Paid sick leave
• Opportunities for career progression and transparent internal recruitment system for full time employee positions
• Internal trainings and capacity development opportunities
• Signed internship certificate at the end of the cooperation
• Staff wellbeing and inclusion activities

Our Commitments

PU-AMI sees diversity of nationalities, genders, beliefs, profiles and statuses among its employees as a major asset for its humanitarian action and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.  

PU-AMI applies a policy of zero tolerance towards exploitation, sexual abuse and mistreatment, in all its forms, of men, women, children and all vulnerable persons. It engages all its staff to promote, disseminate and respect the principles set out in its ethical framework.