UNDP Jobs - 96949- Administrative Assistant Internship

Administrative Assistant Internship

Location :

Mbabane, SWAZILAND

Type of Contract :

Internship

Starting Date :

15-Mar-2021

Application Deadline :

28-Feb-21 (Midnight New York, USA)

Post Level :

Intern

Duration of Initial Contract :

Three months

Languages Required :

English

Expected Duration of Assignment :

Three to Six 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

The United Nations Resident Coordinator leads the UN County Team (UNCT), including all UN entities present in the Kingdom of Eswatini and represents the UN Secretary-General in the country. The main mandated responsibility of the Resident Coordinator is to bring together the different UN agencies, funds and programmes to improve the efficiency and effectiveness of the UN operational activities at the country level, while ensuring that the UN is a reliable partner of the people and the Government of Eswatini and provide the support and assistance that are required for the Kingdom to achieve Agenda 2030 and other national development priorities.

The UN Resident Coordinator’s Office (RCO) supports the work and interventions of the UN Resident Coordinator and the UNCT. The RCO provides inter-agency coordination support to the UNCT and its various inter-agency mechanisms. Key functions of the RCO include: (1) strategic analysis, planning and positioning of the Country Team; (2) preparation and monitoring of the United Nations Sustainable Development Cooperation Framework (UNSDCF); (3) support to joint UN programming and operations management; (4) policy guidance; and (5) joint advocacy and communications.

Organisational Setting and Reporting

This intern position, created to offer an exceptional exposure to various aspects of the UN work in Eswatini and a rewarding coaching/mentoring/training opportunity to the incumbent on primarily administrative, clerical, planning and logistical issues, is located in the Resident Coordinator’s Office. The incumbent will work under the direct guidance and mentoring of the RCO Executive Assistant and the overall supervision of the RCO Strategic Planner and Team Leader. For more information on UN Eswatini, please visit our website: www.eswatini.un.org

The Administrative Assistant internship at the United Nations Resident Coordinator’s Office is for an initial period of three months, with an opportunity for an extension of a similar three months duration, depending on the needs of the service. UNDP will provide a stipend to the intern in the amount of SZL2,910.23 monthly in accordance with the provisions of the UNDP Internship policy; all other expenses will be borne by the intern. The Intern will work five days per week (35 hours).

Duties and Responsibilities

Under the direct guidance and mentoring of the RCO Executive Assistant, and the overall supervision of the RCO Strategic Planner and Team Leader, the Administrative Assistant Intern will provide support in the following areas:

Provide administrative support to the Resident Coordinator and RCO colleagues, focusing on:

Manage/ Organise the Resident Coordinator’s schedule, clerical management of external meetings, appointments and other engagements ; as well as internal consultations
Provide front-desk and telephone communications services;
Receive, register, maintain, draft and transmit official correspondence, as directed by the RC;
Screen incoming communications, draftg outgoing correspondence for the Resident Coordinator’s review and signature, clearance and further action by other staff, as guided;
Adhere to appropriate protocol and correspondence guidelines when communicating with partners.

Provide communications back up support to the RCO, as part of the RCO Secretariat Team, focusing on achieving the following results:

Maintain a filing/archiving system ensuring safekeeping of confidential materials and contributing to the development and use of automated filing system.
Coordinate the information flow and dissemination of corporate and interoffice communication to staff, as required.
Maintain the Resident Coordinator’s calendar with major events, deadlines, etc, in cooperation with other members of the RCO team.
Facilitate information-sharing within RCO, RCO/agencies and RCO/partners.

Provide coordination and programme back up support to the RCO Team in the organization of UNCT, Development Partners, other programmatic meetings or events, focusing on:

Facilitate the organization of regular and ad-hoc meetings; preparation of meeting agendas, minutes/summaries of actions to be taken;

Coordinate/prepare relevant documentation/background notes for meetings organized by the RC, RCO as well as Agencies, Funds and Programmes.
Track progress on agreed upon issues; follow-up with focal points on deadlines, commitments made, actions taken; and collection and submission of relevant reports to the Resident Coordinator and UNCT.

Support RCO procurement processes, including:

Process travel arrangements for the Resident Coordinator and RCO colleagues/ consultants, as required (i.e. itinerary, hotel reservations, preparation of travel authorizations, processing requests for visas and security clearances, and other documents, etc.)
Act as Procurement focal person, working closely with UNDP procurement unit on all RCO procurement needs
Facilitate all payments for RC’s approval
Support Executive Assistant in HR functions in the RCO, if/as required.

Perform other appropriate functions/tasks assigned by the Resident Coordinator and in support of RCO colleagues.

Measurable outputs of the work assignment:

Overall administrative, communications, coordination and procurement are supported and performed in an efficient manner.

Performance Indicators for evaluation of results:

Administrative, communications, coordination and procurement assistance is provided in a timely and professional manner.

Competencies

Core Competencies:

Communications skills;
Demonstrate/safeguard ethics and integrity;
Act as a team player

Skills and competencies expected of the individual:

Excellent interpersonal and task management skills and a client-orientation service approach;
Ability to work under pressure, with delivery of quality products;
Able to work in a multi-cultural environment and under time pressure;
Be proactive, energetic, committed and innovative.

Required Skills and Experience

Education:

To qualify for an internship with the United Nations Internship Programme, the following conditions must be met:

Applicants must 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); or
(c) have graduated with a university degree (as defined above) and, if selected, must commence the internship within a one year period of graduation.

Work Experience:

Be computer literate in standard software applications;
Have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter; and
Have a demonstrated 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.

Language Requirement:

English and siSwati are the official languages of the United Nations System in Eswatini. For the internship position fluency in English (both oral and written) is required.

Application Procedure:

A completed online application (Cover Note and Personal History Profile) is required. Incomplete applications will not be reviewed.
The Cover Note must include:

Degree Programme (What are you currently studying?);
Graduation Date (When will you graduate or when did you graduate from the programme?);
List the IT skills and programmes that you are proficient in;
Explain why you are the best candidate for this specific internship.;
Explain your interest in the United Nations Internship programme;
Provide us with your dates of availability for the Internship.

Please combine the above into one single PDF document as the system only allows to upload one document.

Conditions of the Internship:

As of 1 January 2020, Interns may be given a stipend according to the UNDP Internship Policies, if is not financially supported by any institution or programme, such as a university, government, foundation or scholarship programme,
Interns are responsible for securing adequate medical insurance for the duration of the internship. 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;
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;
The intern will be evaluated at the end of the contract and due recognition of work will be issued in writing.