UNDP Jobs - 89497- Administrative Assistant Intern

Administrative Assistant Intern

Location :

Luanda, ANGOLA

Type of Contract :

Internship

Starting Date :

Application Deadline :

27-Jan-20 (Midnight New York, USA)

Post Level :

Intern

Duration of Initial Contract :

6 Months

Languages Required :

English Portuguese

Expected Duration of Assignment :

6 Months

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

In Angola, the United Nations Development Programme (UNDP) acts as Principal Recipient (PR) for the Global Fund’s HIV grant, in partnership with the Ministry of Health (MoH) through the National HIV/Aids Institute (INLS) as well as international and national NGOs. UNDP’s PR role is also exercised in coordination with other MoH development partners such as UN agencies and bilateral aid agencies. In its role as PR, UNDP reports to the Country Coordination Mechanism (CCM).

In June 2018, the Global Fund allocated further resources for the Angola’s HIV response for the 2018-2021 period, for which UNDP will continue to act as Principal Recipient. The Grant’s main areas of interventions include HIV Prevention with Key Populations; Prevention of mother-to-child transmission of HIV; Access to and Retention in Antiretroviral Treatment.

To help the UNDP Project Management Unit (PMU) deliver on the Grant targets, UNDP Angola is recruiting an Administrative Assistant.

Duties and Responsibilities

Summary of Key Functions:

Help ensure completeness of the Programme and M&E filing systems;
Help generate and finalise official project documents;
Support the organisation of PMU events;
Support the Project Coordinator in her functions;

Under the supervision of the Project Coordinator, and in collaboration with other PMU team members, the Administrative Assistant will perform the following tasks:

1. Help ensure the completeness of the Programme and M&E filing systems:

Support the design of the Programme and M&E filing structure (paper-based and electronic);
Help set up a workflow the management of project correspondence (letters, reports, invoices etc.);
Help ensure that the said workflow and filing structures are used and complied;
Help gather, organise and archive critical Programme and M&E documents;

2. Help generate anf finalise official project documents:

Support the drafting, formatting or general editing of official correspondence, minutes of meetings, narrative reports;

3. Support the organisation of PMU events:

Support the planning and execution of event logistics such as budgets, invitation letters and liaison with PSM and Finance team on procurement and payment-related processes (venue, stationery, participants‘ per diem);
Liaison with the Communications team for media coverage;

4.? Support the Project Coordinator in her functions:

Help manage the Coordinator’s agenda and overall planning;
Help manage correspondence addressed to the Coordinator;
Help organise Coordinator’s filing system;

Competencies

Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making;

Required Skills and Experience

Education:

Applicants to the UNDP internship programme must at the time of application meet one of the following requirements:

Be enrolled in a postgraduate degree programme (such as a master’s programme, or higher) in business or public administration or related social sciences;
Be enrolled in the final academic year of a first university degree programme (such as bachelor’s degree or equivalent) in business or public administration or related social sciences;
Have recently graduated with a university degree (as defined in (1) an (2) above) and, if selected, must start the internship within one-year of graduation;
Be enrolled in a postgraduate professional traineeship program in business or public administration or related social sciences and undertake the internship as part of this program;

Languages Requirements:

Good working knowledge of English, both written and verbal;
Fluency in Portuguese, both written and verbal;

Conditions of internship:

UNDP internship programme provides a monthly stipend intended to help cover basic daily expenses related to the internship;
UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship;
Interns are responsible for securing adequate medical insurance for the duration of their internship with UNDP and must provide a medical certificate of good health prior to starting the internship. UNDP will not reimburse the medical insurance of the intern.
All the expenses connected with the internship will be borne by the intern, sponsoring government or institutions;
Interns are not eligible to apply for, or be appointed to, any post in UNDP during the period of the internship;
Interns are not staff members and may not represent UNDP in any official capacity;