Administration Assistant

Contract

This is a Internship contract. It usually requires 0 years of experience, depending on education. More about Internship contracts.

Background

UNDP internship programme offers an outstanding graduate-level student the opportunity to acquire direct exposure to UNDP's work with the objective of deepening their knowledge and understanding of UNDP’s development work i.e. goals, principles and interventions. It is designed to complement development-oriented studies with practical experience in various professional fields.

UNDP interventions are based on the premise of embracing diversity and inclusion. This premise is fundamental for the professional enrichment of young people in general, as well as for the UNDP work environment itself. In line with the Agenda 2030 and its pledge of “leaving no one behind”, this internship program aims to provide training and an immersive professional experience for underrepresented people in the United Nations system, such as young women, people with disabilities, people from underprivileged backgrounds such as low-income families, LGBTI people, people living with HIV, among other groups.

UNDP is committed to promoting diversity in its workforce, in terms of gender, race, age, ethnicity, sexual orientation, gender identity, nationality and culture. All information presented in the applications will be treated with the utmost confidentiality.

UNDP Governance Unit supports Angola’s efforts to advance good governance through technical assistance. In the next few years, UNDP’s governance intervention will cut across the following three priority areas: health, employment and climate change. In view of this, UNDP’s governance assistance will give priority to local interventions (downstream), albeit the necessity to also continue strengthening structural and institutional framework (upstream). Interventions will target systems, processes and mechanisms in health systems management and services provision; job generating labour and business environment linked primarily to the informal economy and the challenges of formalization, community inclusion and transparency in natural resources management; access to social protection and security; oversight of the implementation of the nationally determined contributions to climate change security and transition; citizens participation in governance processes; and gender inclusive social and development planning and financing.

Under the supervision of the Programme Specialist, the Administration Assistant Intern will be responsible for providing support and assistance to the Governance Unit, including Programme Specialist, Project Managers and Programme Associates for Administration and Finance.

The intern will support the Governance Team in project planning, implementation and reporting and project financial operations by conducting background research for information and data and analysis, organizing support documentation/paperwork, follow up on payment processes across the different departments (procurement, finance, etc), engaging with project partners when necessary, and will support with information management.

The intern will also support Programme Specialist and Project Managers with relevant administrative, organizational, and logistical tasks related to project management, and will be involved in UNDP’s internal development and staff forums and processes when invited and required. Overall, intern will have the opportunity to gain general work experience and development work experience particularly in the governance sector but also across the sectors of UNDP intervention and will be able to accumulate knowledge and understanding of the nature of UNDP work and institutional principles, policies, and procedures. These combined experiences and exposure will help the intern complement their academic activity with practical experience and possibly to inspire them on future career paths.

Duties and Responsibilities

Ensures efficient project management support, focusing on achieving the following results:

• Participation in project planning, implementation, monitoring and reporting;
• Support the organization of activities and liaison with internal and external stakeholders;
• Support with follow up on project financial operations, linking up with Project Managers, Programme Associates, Operations and Finances units, as well as with beneficiaries (external stakeholders);
• Preparation of routine letters, correspondence, memoranda and reports as needed;
• Extracting, inputting, copying and filing data from various sources.
• Compilation of information for meetings and writing minutes;
• Activities preparation, administrative processes, development activities, and supply chain management activities.

Supervisory/Managerial Responsibilities:

• The Programme Specialist will lead, coordinate and supervise the intern’s activities.

Competencies

Achieve Results

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Required Skills and Experience

Education:

• Enrolled student of a degree programme or completed 4 years of full-time studies at a university in the field of Social Sciences with priority for Development Studies, Development Management, Business or Public Administration, Political Science, Economics and other related disciplines.

Experience:

• No experience required.

Language:

• Fluency in Portuguese and good working knowledge of English is required.

Eligibility for internships in UNDP

• 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.

Remuneration:

• Interns are not financially remunerated by UNDP.
• Interns receive a monthly stipend paid in local currency (AOA).