Document Management Intern

Job Advertisement

VA no.20211

HELVETAS Laos is a development organization operating in Laos since 2001. Our vision is a just world in which all men and women determine the course of their lives in dignity and security, using environmental resources in a sustainable manner.

Job title
Document Management Intern

Project
Program Office

Location
Vientiane, Laos

Duration of

contract
01 July 2026 – December 2026

Date of entry
1 July 2026

Tasks
Key Responsibilities:

1.     Document Organization & Filing System

·       Organize and arrange documents in the new storage room in a structured and logical manner

·       Assist in managing a standardized filing system for both hard copy and digital documents

·       Ensure proper labeling and categorization of files and folders for easy access

2. Document Inventory & Record Management

·       Collect, review, and consolidate existing physical and electronic documents

·       Create, update, and maintain a comprehensive document inventory (Excel)

·       Update financial records and documents from 2015 to 2024

·       Identify missing, duplicate, or outdated records and take appropriate action

3. Archiving & Retention Management

·       Identify, review, and manage financial documents older than 10 years in accordance with retention and disposal policies

·       Assist in proper archiving (physical and/or digital) or secure disposal methods

4. Digitization & Automation

·       Assist in scanning and digitizing physical documents into organized digital formats (SharePoint)

·       Ensure scanned files are clearly named and stored systematically according to the instructions.

Profile/

Qualification
·       Pursuing or completing an undergraduate degree in finance or Accounting or other relevant fields such as Economics, Business Administration

·       Digitized archive of key documents with proper structure and naming, clear and easy to understand

·       Create a filing system with clear and easy to find for both hard and soft copies

·       Familiarity with scanning and document digitization processes on SharePoint is an advantage

·       Quick learner, Strong organizational and attention-to-detail skills

·       Lao and English (intermediate)

·       Basic knowledge of Microsoft Excel and Microsoft Word (or database tools)

How to apply:
To apply please fill in your information on the link here:
https://forms.gle/sdcNySfj292UTaRF6

Deadline for application
25th June 2026

Indication/Remarks

 
·   Detailed job description can be made available on request to email address laos.recruitment@helvetas.org

·   Only shortlisted candidates will be invited for an interview.

·   Attractive salary and benefit package for the right candidate as per the HELVETAS Laos​, Policies and Procedures

HELVETAS is a gender, culture, race, creed, political and religion neutral organization, promoting inclusion and

tolerance, respect and fair treatment for and between all employees, partners, contributors, participants and

beneficiaries. Women candidates are particularly encouraged to apply.