Administration Intern

Contract

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

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. Since 2014, the UNOPS Ethiopia multi-country office manages and coordinates the UNOPS activities in Ethiopia, as well as Sudan and Djibouti. The UNOPS Ethiopia multi-country office team is composed of approximately 100 national and international women and men, and offers a broad range of services such as infrastructure, procurement, project management, financial and human resources management.

Position Background

UNOPS strategy for Ethiopia Multi Country Office is aimed at providing support to the Government and people of Ethiopia, Sudan and Djibouti through the delivery of projects and services in line with the governments’ own priorities and also under the UN Delivery as One initiative. The UNOPS Ethiopia Multi Country Office (ETMCO) has been established as an organizational mechanism to deliver a range of projects for which UNOPS has been appointed as the implementation agency. At present, UNOPS ETMC office is implementing and negotiating a number of projects in a range of sectors including infrastructure development, Procurement Support to Government Ministries and other UN agencies and HR support to UN agencies. The functional objective of UNOPS ETMCO is to deliver projects in an efficient and effective manner, to achieve the development outcomes sought by the Government of Ethiopia and the donor community, where capacity building is always considered and encouraged.

Functional Responsibilities

Summary of Key Functions

1. Logistics and asset management support.
2. Administrative and operational, coordination support.
3. Support to knowledge building and knowledge sharing.

1. Ensures provision of reliable logistics and asset management support, namely:

• Participate in appropriate maintenance and safe and secure storage of all office equipment and property.
• Assist in preparing accurate inventory lists and adequate property records for the office as well as for projects.
• Support timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items.
• Careful monitoring of the movement of equipment into and within the area of responsibility.
• Implementation of an equipment management and accounting system for all equipment and properties managed by the office, in accordance with UNOPS equipment policy.
• Administering the receipt of goods and equipment for the office, inspection and report preparation.
• Coordination of transportation services, regular vehicle maintenance and insurance. Checking and certifying of vehicle daily log and fuel consumption, update and maintenance of vehicle history report.
• Coordinate with car rental companies to provide vehicles for projects in a timely manner. Follow up with suppliers to provide log sheets, invoices and supporting documents to facilitate the payment.

2. Provides administrative support to portfolio managers/associates and clients, focusing on achievement of the following results:

• Participate in the administration and monitoring of all budgetary, financial, procurement and routine administration of service delivery; in close collaboration with the supervisor.
• Assist in checking documents for accuracy and compliance with UNOPS format and style.
• Coordination of travel arrangements. Preparation of Travel Authorizations and other travel related expenses. Provide information on air services, rates and travel schedules for specific itineraries to the traveler. Processing of travel claims.
• Assist in maintenance of files records (hardcopy and online) of all operational and financial documents for easy reference and retrieval; document management, including file closures, archiving.
• Support with protocol matters.
• Organization of workshops, conferences, retreats.
• Assist in preparation of briefing materials as required for mission travel and/or discussion on project activities and status.
• Interaction with colleagues, clients and partners to exchange information on administrative issues and seek co-operation. Assist in resolution of routine administrative and process problems, referring complex issues to the supervisor with recommendations for course of action.
• Organization of procurement processes including collect quotations, register suppliers in UNGM, fill Supplier profile and preparation of Note for Shopping for requested office goods and services.
• Coordination of administrative surveys for organization of common services.
• In the absence of the admin team member, follows up on urgent tasks and issues on behalf, ensuring that relevant duties and responsibilities are completed without delay
• Use of a monitoring system to track status of submitted and pending requests, ensuring that tasks relating to units work and mandate are completed in a timely manner.

3. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the training events for the programme, operations and projects personnel on administrative procedures.
• Assists the conduct of Support Services Team Meetings in UNOPS Ethiopia Office, and prepares presentation, minutes and status reports for review and finalization.
• Input and update of accurate data and information to facilitate project activities, and to institutionalize and disseminate knowledge.
• Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients.

Education/Experience/Language requirements

Education:

• Bachelors degree in Business Administration, Public Administration, Management, or related areas.

Experience:

• Applicants are not required to have professional work experience.
• Applicants should have graduated from the above stated fields within three (3) years prior to the application date of the internship.

Language:

• Fluency in written and oral English and local language is required.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Internship Contract level: N/A Contract duration: 6 months

This internship is not designed to lead to a staff position with UNOPS. Therefore, there should be no expectation of employment at the end of the internship.

Interns may be eligible for a monthly stipend from UNOPS provided that they do not receive funds from other institutions.

For more details about UNOPS internships please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Internships-and-volunteering.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.