The purpose of the Internship Programme is to provide students and recent graduates from diverse academic backgrounds exposure to development issues and a first-hand impression of the day-to-day working environment of UNDP.
Under the guidance and supervision of the Operations Manager/Administrative Associate, the Operations Intern provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Operations Intern promotes a client, quality and results-oriented approach.
The Operations Intern works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Summary of Key Functions:
- Implementation of operational strategies
- Support to effective and efficient functioning of the unit (DRR’s office/operations unit/ administrative unit)
- Support to administrative and logistical services
- Support to office maintenance and assets management
- Support to knowledge building and knowledge sharing
Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
- Provision of inputs to preparation of administrative team results-oriented workplans.
Ensures effective and efficient functioning of the unit (DRR’s office/operations unit/ administrative unit), focusing on achievement of the following results:
- Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
- Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
- Translation of simple correspondences, when needed.
Ensures effective administrative and logistical support, focusing on achievement of the following results:
- Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
- Performance of a Buyer role in Atlas and preparation of POs for travel activities.
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
- Administrative support to conferences, workshops, retreats.
- Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
- Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
- Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
- Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Extraction of data from various sources.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
- Assistance in the preparation of budget, provision of information for audit.
Provides support to office maintenance and assets management, focusing on achievement of the following results:
- Maintenance of records on assets management, preparation of reports.
- Maintenance of files and records relevant to office maintenance
- Provision of support to maintenance of common premises and common services
Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- Participation in the training for the operations/projects staff on administration.
- Sound contributions to knowledge networks and communities of practice.
Impact of Results
The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.
- Demonstrates commitment to UNDP’s mission, vision and values
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Knowledge Management and Learning
- Shares knowledge and experience
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
- Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
- Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
- Ability to perform work of confidential nature and handle a large volume of work
- Good knowledge of administrative rules and regulations
- Strong IT skills, knowledge of Atlas
- Ability to provide input to business processes re-engineering, implementation of new systems
Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
Required Skills and Experience
- Secondary education. Certification in administration desirable.
- Fluency in the UN and national language of the duty station.
Applicants to the UNDP internship programme must at the time of application meet one of the following requirements:
- Be enrolled in a graduate school programme (second university degree or equivalent, or higher);
- Be enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent);
- Have graduated with a university degree (as defined in (a) and (b) above) and, if selected, must start the internship within one-year of graduation.
UNDP internship programme does not provide a salary or remuneration for the internship;
All the expenses connected with the internship will be borne by the intern, sponsoring Government or institution;
UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship;
The intern is responsible for obtaining necessary visas and arranging travel to and from the duty station where the internship will be performed;
Interns are not eligible to apply for, or be appointed to, any post in UNDP during the period of the internship or for six months immediately following the expiration date of internship;
The intern must provide proof of enrollment in health insurance plan;
Interns are not staff members and may not represent UNDP in any official capacity;
The purpose of the Internship Programme is not to lead to further employment with UNDP, but to complement an intern’s studies; Therefore, there should be no expectation of employment at the end of an internship.
For more information on UNDP Internship, please visit: http://www.undp.org/content/undp/en/home/operations/jobs/internships.html.
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.