INTERNSHIP FOR ADMINISTRATION UNIT (FOR INDONESIAN NATIONALITY ONLY) (RE-OPEN)


Location : Jakarta, INDONESIA
Application Deadline :12-Aug-14
Type of Contract :Internship
Post Level :Intern
Languages Required :
English  
Duration of Initial Contract :minimum six weeks
Expected Duration of Assignment :maximum 6 months

Background

UNDP Office has organised internship programme to provide a framework by which students from diverse academic backgrounds may be assigned to UNDP offices, where their educational experience can be enhanced through practical work assignments as well providing an opportunity to make substantive contributions to an office’s work. The current internship will provide opportunity for student to learn some aspects of admin- operations.
 
Tasks

The intern will provide clerical and support to admin staff and works in close collaboration with the operations, programme and projects’ staff on  admin-related issues and information exchange.

 


Duties and Responsibilities

Summary of key responsibilities:

  • Provision of support to the admin processes
  • Admin filing management system

The intern will undertake the following tasks in various areas :


1.  Provision of Support to the admin processes in areas :

Travel and Visa Section

  • Support to admin staff in maintaining database of clients, and liaise with clients on document delivery.
  • Support to the preparation documentation of admin processes in pursuing any travel and visa related issues including preparation of  UNLP extension, visa/GAF obtainment, PP 19/Duty Free facility,  reviewing supporting documents for Purchase Order preparation

Registry and Vehicle Management

  • Support to admin staff in maintaining database of clients and vendors; and liaise with clients on document delivery
  • Support in incoming/outgoing  fax/letters/pouch registration
  • Support in document preparation for vendor payments: telecommunication, internet, courier services, magazines and others
  • Support in up-dating vehicle management data base

Tax Exemption and Contract Management

  • Support to admin staff in preparation of tax exemption/restitution application
  • Support in maintaining contract administration database for Country Office and projects office premises; and other contracts with admin service providers

Asset Management

  • Support to admin staff in updating Country Office asset master list
  • Support in receiving/inspecting/registering/tagging new assets
  • Support in asset physical verification exercise
  • Support to admin staff in asset disposal (transfer/donation/sale/auction) preparation

2.  Admin Filing Management system

  • Provide support in managing admin filling system
  • Tracking and updating data on admin e-sharing document

Outputs

  • Effective Implementation of admin business process in line with prevailing rules and regulations
  • Effective support in admin letter administration and updated database clients and vendors both in hard copy and e- filling

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Competencies

Corporate Competencies:

  • Demonstrate commitment to UNDP mission, vision and values
  • Display cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

  • Ability to share knowledge and experiences and to provide advice to colleagues
  • Willing to learn new knowledge

Development and Operational Effectiveness

  • Ability to provide moderate finance and accounting process
  • Ability to perform work of confidential nature and handle a large volume of work

Leadership and Self-Management

  • Focus on result for the client and respond positively to feedback
  • Consistently approach work with energy and positive attitude
  • Demonstrate openness to change and ability to manage complexity


Required Skills and Experience

Qualifications

The following minimum qualifications are required:

  • Enrolment in a bachelor degree programme in business administration, or other related field. Not have graduated prior to the beginning of the internship.
  • Knowledge of - or proven interest in the area of management and logistic
  • Proficiency in English
  • Computer literate in standard software applications;
  • Demonstrate keen interest in the work of the UN, and of UNDP in particular, and have a personal commitment to UNDP's Statement of Purpose  and to the ideals of the UN Charter;
  • Demonstrate the ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views
  • An interest in global mobility; adaptability to varied physical and other environments; a desire to work with and gain the confidence and respect of people with different language, national and cultural backgrounds.

Financial Issues

Interns are not financially remunerated by UNDP.

All costs connected with an intern's participation in the programme must be borne by the students or the nominating institutions as appropriate


Please visit and submit the applicaation online through  http://www.undp.or.id/internships/


UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.


If you are experiencing difficulties with online job applications, please contact jobs.help@undp.org.

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