Administration/Management Services Internship

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

ORGANIZATIONAL CONTEXT

WFP established the Caribbean Multi-Country Office in Barbados to provide technical assistance and capacity-strengthening programming across 22 countries and territories in the English and Dutch speaking Caribbean. Across the Caribbean, WFP is applying its global expertise to a programme of cross-functional activities designed to improve regional and national preparedness and strengthen systems to deliver rapid and appropriate assistance to people impacted by shocks and disasters. The regional programme of work includes technical assistance on social protection (e.g., data analysis/collection, digitalization, payments), vulnerability and risk analysis, integrated supply chain management, food security/food systems, and disaster risk financing.

JOB PURPOSE

As the Administration/Management Services Intern, you will be part of the Support Services Unit. You will be engaged in administration, procurement and information management activities supporting the Support Services unit. This position will report to the Resource Management Associate and is based in Barbados.

KEY ACCOUNTABILITIES (not all-inclusive)

1) Provide a set of standard business support activities, where required, to contribute to the effective functioning of business operations.

2) Undertake standard data entry tasks in accordance with defined systems, to ensure information is organized and readily available for the business team.

3) Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.

4) Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.

5) Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.

6) Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.

7) Perform administrative procurement activities in a timely and efficient manner, to support staff in the acquisition of goods and services for efficient field operations.

8) Update, manage and maintain relevant databases and records, to ensure the information is accurate, organized, and available for others to access, and supports reporting requirements.

9) Contribute to the Standard Operating Procedures (SOPs) for use of the office’s intranet/SharePoint and ensure that all collected data is stored in line with guidelines for the CO intranet/SharePoint.

10) Ensure that data being migrated to the updated intranet/SharePoint is revised and cleaned where applicable, and that all revisions are recorded.

11) Other related duties as required.

STANDARD MINIMUM QUALIFICATIONS

Education: You must be enrolled in an undergraduate degree programme from a recognized university in one of the following areas: Business Administration or Industrial Engineering or other related areas. The intern must have attended courses in the last 12 months and have completed at least two years of undergraduate studies. Recently graduated (within six months prior to the application to the internship programme.)

Knowledge & Skills: You have excellent interpersonal skills; you are sensible and respectful of diversity. You are committed to your own learning and development. You will use solid theoretical knowledge of managerial concepts to generate organised databases and SOPs. You are technologically savvy and proficient in MS Office and similar.

Languages: Fluency in English (oral and written communication).

LEARNING ELEMENTS

At the end of the assignment, the Intern should:

• Have a greater understanding of the World Food Programme’s work and its role within the wider humanitarian system.
• Gain knowledge on management services, including administration, procurement, and information services.
• Cultivate effective communication skills and professionalism essential for workplace interactions and success.
• Enhance problem-solving and critical thinking abilities through addressing queries and contributing to process improvements.
• Enhance customer service skill, facilitating efficient issue resolution.

TERMS AND CONDITIONS

• Duration of Internship: 8 months
• Interns receive a monthly stipend from WFP up to the maximum amount of US$1000 per month depending on the duty station of assignment. This internship opportunity is based in Barbados and the monthly stipend will be US $1000.00.
• WFP is not responsible for living expenses, arrangements for accommodation, necessary visas and related costs.
• Depending on the duty station of assignment, WFP will reimburse travel ticket for candidates who are nationals of developing countries and are pursuing their studies in their home country.
• The internship is on a full-time basis in accordance with the working schedule of the WFP Caribbean Multi-Country Office (Barbados).
• WFP will recognize candidates’ educational credentials from recognised institutions that have been certified by competent international or national authorities such as the United Nations Educational, Scientific and Cultural Organization (UNESCO) or Ministries of Education;
• We encourage local applicants to apply.

DEADLINE FOR APPLICATIONS

The deadline for applications to this internship opportunity is January 14, 2024 at 23:59 Eastern Daylight Time.

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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.