Knowledge Management Intern

Location/Duty Station: Remote

Duration: 3 months with possibility of extension

Contract terms: Internship (Up to 32 hours per week)

Reports to: Research & Learning  Lead

About HOT:

Humanitarian OpenStreetMap Team (HOT) is a US-based NGO and global community of thousands of volunteers working together to use maps and open data for humanitarian response and the Sustainable Development Goals. As the world’s preeminent participatory mapping NGO, HOT has fostered a global mapping community composed of more 270,000 people with ground operations in eight countries. HOT supports the growth of open mapping communities worldwide. When a major disaster strikes anywhere in the world, HOT rallies this global network to create the maps and data that enable responders to reach those in need. HOT works closely with humanitarian and development partners including the Red Cross, Médecins Sans Frontières, the World Bank, and UN agencies, among others.

About the position:

The Knowledge Management Intern will support the Portfolio Team to develop and maintain a system for organizing and centralizing project documentation and contracts. The role's primary focus is to ensure past project documentation is easily accessible, supporting efficient knowledge sharing across HOT. Key tasks  include the retrieval of historical project documentation from diverse sources and across various regional hubs, collaborating with colleagues to facilitate the retrieval of this information, and organizing this information within a centralized repository.

1. Centralize contract storage by auditing all active and recent contracts and ensuring they are uploaded to NeonOne & contract copies are stored on central drive
2. Establish a clear and accessible structure for the Learning & Training folder.
3. Create a system to populate the Learning & Training folder with essential project documentation from past and current reports.
4. Work with portfolio team and hub colleagues on gathering past project documentation and researching publicly available documentation eg case studies

Required Skills and Qualifications :

• Currently pursuing or recently completed a degree in Library Science, Information Systems, Communications, or a related field.
• Strong organizational skills and a keen attention to detail.
• Proficiency in using file storage systems (e.g., Google Drive, SharePoint, Confluence).
• Demonstrated ability to work independently and manage tasks effectively with minimal supervision.
• Excellent research,  written and verbal communication skills.
• Ability to work collaboratively in a remote team environment.
• Fluent in both written and spoken English.
• Ability to work online with overlapping working hours in the CET time zone (UTC+1). 

Desirable Qualifications:

• A basic understanding of knowledge management principles is a plus.
• Familiarity with non-profit or humanitarian sectors.
• Prior experience with data modeling or business intelligence tools (Power Pivot, Power BI)

Deliverables and Timetable

October: Estimated time - 32 hours/per week
Deliverables:

1. Information Gathering 

• Conduct an initial audit of existing project documentation on shared drives and already gathered by Strategy & ImplementationI Team

• Continue collecting past project documentation, including case studies, reports, and relevant emails, from field projects and hub colleagues. 

• Research publicly available case studies and documentation to identify best practices and potential gaps. 

• Work with project leads to define and establish a clear, intuitive, and accessible folder structure for the Learning & Training folder

• Create a master list of all contracts for upload into a folder

November: Estimated time - 32 hours/per week

Deliverables:

2. Systematization & Content Population

• Finalize the folder structure and begin populating the Learning & Training folder with  essential project documentation gathered in October. 

• Develop and implement a standardized system for naming and tagging new and existing documents to improve searchability. 

• Create a simple guide or checklist for HOT Staff  to follow when contributing documentation to the new system. 

• Ensure corresponding links to contracts are added to the central drive (Learning & Training folder). 

• Proactively follow up with project staff/project leads to collect and organize documentation for ongoing projects.

December: Estimated time - 32 hours/per week

Deliverables:

3. Review and Quality Assurance

• Conduct a quality assurance review of the Learning & Training folder to ensure all documents are correctly placed, tagged, and accessible. 

• Identify any remaining knowledge gaps and work with the team to prioritize and fill them. 

• Begin drafting a simple, user-friendly "Project Knowledge Base Guide" for future use, explaining how to find and contribute information.

• Create a final report summarizing the work completed, challenges faced, and recommendations for maintaining the system after the internship. 

• Hold a handover and training session to ensure continuity with workflows that are created.

• Ensure all remaining links to contracts are stored in folder

What We Offer

• Paid Internship
• Mission-driven, remote-first environment
• A collaborative, learning-focused team culture
  
• Fully remote & flexible work arrangements
  

Deadline for Application: 17th October, 2025