Operations Intern



Advertised on behalf of :

Location : Istanbul, TURKEY
Application Deadline :19-Sep-18 (Midnight New York, USA)
Type of Contract :Internship
Post Level :Intern
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
03-Dec-2018
Duration of Initial Contract :6 months

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women Regional Office for the Europe and Central Asia (ECA) region was established in Istanbul, Turkey, at the beginning of 2014 as a part of the UN Women’s new regional architecture. Much progress has been made since the establishment, but at the same time, the Regional Office faces high expectations and demands from partners at both regional and country levels as well as from UN Women Field Offices. To this end, UN Women ECA Regional Office (RO) would like to bring on board an intern to provide substantive support to regional operations and initiatives, particularly in relation to UN Women’s work on issues related to the normative work of the Regional Office.


Duties and Responsibilities

Under the supervision of the Operations Manager, the Operations Intern supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The intern will learn client, quality and results-oriented approach.

The Operations Support Intern works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery. The intern is expected to support in undertaking the following specific tasks:

  • Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies
  • Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
  • Provide administrative support to conferences, workshops, retreats;
  • Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.

 

  • Provide administrative support to procurement and assets management
  • Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
  • Maintain records on assets management and prepare required reports;
  • 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.

 

  • Provide administrative support to the implementation of Human Resources services
  • Create and upload vacancy announcement, compile matrixes, organize interview panels, and other tasks, as assigned;
  • Maintain staffing lists and reports, as required;
  • Compilation and preparation of HR documentation.

Learning Objectives: 

  • UN Women SOPs and work flows in Procure to Paycyle
  • Adherence to UN Women rules and regulations;
  • Quality support to conferences and events;
  • Quality organization of files and reports;
  • Timely support to team.


Competencies

Core Values: 

  • Respect for Diversity 
  • Integrity 
  • Professionalism 

Core Competencies: 

  • Awareness and Sensitivity Regarding Gender Issues 
  • Accountability 
  • Creative Problem Solving 
  • Effective Communication 
  • Inclusive Collaboration 
  • Stakeholder Engagement 
  • Leading by Example 

Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf

Functional Competencies

  • Excellent research, writing, and organizational skills;
  • Ability to work with different actors, including through remote contact;
  • Ability to multi-task and address competing priorities;
  • Ability to produce high-quality deliverables in a timely manner;
  • Ability to work effectively in independent and collaborative settings;
  • Ability to take initiatives, ask questions, and contribute substantively;
  • Strong computer skills, including Word, Excel, and Power Point.


Required Skills and Experience

Education and Certifications: 

  • The intern must have studies in Business Administration or other similar subject at the university level.
  • 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 and, if selected, must commence the internship within a one-year period of graduation.

Experiences:

  • Experience in administration, procurement, HR, or logistic support service is an asset
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language Requirements: 

  • Fluency in English is required.
  • Knowledge of the other UN official working language is an asset.

Application Information – Conditions and Policy

  • UN Women will only be able to respond to those applications in which there is further interest.
  • Selected applicants must provide the internship application, two letters of recommendation, proof of health insurance and school enrollment, passport, and visa (if applicable)

Note:

In July 2010, the United nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment

UN Women Internship Policy:

1) Applicants to the United Nations internship programme must at the time of application meet one of the following requirements:

(a)    Be enrolled in a graduate school programme (second university degree or equivalent, or higher);

(b)    Be enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent);

(c)    Have graduated with a university degree (as (b) above) and, if selected, must commence the internship within one year.

2) UN Women internship programme does not provide a salary or remuneration for the internship;

3) All the expenses connected with the internship will be borne by the intern, sponsoring Government or institution;

4) UN Women accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship;

5) The intern is responsible for obtaining necessary visas and arranging travel to and from the duty station where the internship will be performed;

6) Interns are not eligible to apply for, or be appointed to, any post in UN WOMEN during the period of the internship or for six months immediately following the expiration date of internship;

7) The intern must provide proof of enrollment in a health insurance plan, proof of school enrollment, a scanned copy of his/her passport, two letters of recommendation, and application.


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.


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