Administrative Intern

Contract

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

Background Information - IPAS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Based in Copenhagen, Denmark, the UNOPS Integrated Practice Advice and Support (IPAS) serves all the regions and headquarters, primarily with advice and solutions to everyday implementation challenges. IPAS consists of a diverse team of subject matter experts in the seven practice areas of HR, Surge, Administration, Legal, Finance, Procurement, Project Management and Infrastructure. IPAS has three main roles:

Support to operations in the field offices: IPAS provides timely advice and supports actively finding of solutions to everyday implementation challenges, based on policy and best practices. It also provides operational support in specific areas.

Business efficiency: IPAS recommends changes to policies, processes and operating standards based on the feedback and experience of the field offices. IPAS also ensures transparent and efficient project implementation, in line with policy and business needs.

Body of knowledge: IPAS contributes to research and coordination within the policy groups and project practitioners. It provides structured knowledge and subject matter expertise which is used across practice areas to provide coherent and tailored advice to the requesting offices.

Sneak peak of our working environment: https://www.youtube.com/watch?v=z8CyuSqczvI

Background Information - Job-specific The Administrative Intern reports to the Admin IPAS Team Lead. The Admin Intern will support the team on a range of administrative processes, having hands-on practical daily work and operations with internal parties such as colleagues in HQ and in the field offices as well as with external parties, for example insurers and travel agents The Admin Intern will be responsible for delivering all assigned tasks in a collaborative, timely and efficient manner. The Administrative Intern will have the opportunity to learn and gain experience within the areas of travel, asset management and insurance management as well as general process improvements and system developments in an international organisation.

Functional Responsibilities

The Intern will be supporting a number of projects, and will be responsible to drive some of the deliverables related to these projects, such as:

1) Communication, data analytics and reporting: IPAS Admin is responsible to provide information and guidance to all field offices via the intranet, the “PQMS” (our internal process and quality management system) and through online webinars and trainings. The Intern will: - Review the content of the intranet and propose an approach to access information and guidance more easily - Provide support to update the internal process and quality management system (PQMS) - Support the organisation of webinars to field colleagues on asset management, travel and insurance - Assist in drafting reports and minutes during meetings

One of the main roles of the intern is to prepare presentations of the products and processes from the admin team, for internal and external use.

IPAS introduced an online request system last year, called “IPAS Solution Portal” (a JIRA software solution). This allows IPAS to analyse our work much more closely, e.g. the type and number of requests we receive, the duration of handling them, tracking of exceptions, to just mention a few. We are now in a second phase to analyse this data and use it for planning and process review purposes. In addition to the IPAS Solution Portal, we have a number of other systems that collect data that need analysis to make our work more efficient. The Intern is expected to: - Assist with compilation and consolidation of data with travel, assets and insurance - Prepare reports for different use (for IPAS Admin internal, as well as for field offices / regions)

2) Travel related: Travel is booked at local level, however, all travel related questions come to IPAS Admin, such as clarifications, requests for exceptions to policy etc. Also, UNOPS is in the process to roll-out a global travel booking tool. This tool is used currently mostly at HQ level. IPAS Admin is in the process to plan for this project. The Intern will: - Provide Ad Hoc Support to UNOPS travellers on travel related matters - Support the development of project document for the mandatory use of the corporate travel solution - Support the development of updated guidance for UNOPS travellers in the use of the corporate travel solution

3) Asset management related: IPAS Admin has a team of 3 colleagues who are responsible for asset management. Similar to travel, assets are managed at local level, supported by this team. The Intern will assist with presentations related to asset management in case of need.

4) Insurance related: Particularly for insurance, the Intern will: - Support with the preparation of analysis and reports on the performance of the UNOPS corporate insurance programme - Support in streamlining the information on the UNOPS insurance programme for PMs within large infrastructure projects. - Support the development of a Dashboard for UNOPS personnel insurances

Impact of results The support of the intern will result in communication products, reports and other deliverables that will enhance the efficient working of the IPAS Admin unit and IPAS overall.

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. 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.

Education/Experience/Language requirements

Education:

• Applicants must be enrolled in a university degree such as a Bachelor, Masters, or have graduated within three years prior to the application date of the internship
• The preferred candidate would have a degree in or pursuing studies in the areas of Communications, Business, Administration, Data Analytics, Management, International Relations or other related areas.

Experience:

• Experience in facilitating online training is an advantage
• Experience in use of Google Suite (in particular Slides, Docs, Sheets) is an advantage
• Experience in Data Analysis is highly desirable, in particular the use of data studio and Google Sheets.

Languages:

• Full working knowledge of English
• Desirable working knowledge of French and/or Spanish
• Knowledge of another official UN language is an asset.

Contract type, level and duration

• Contract type: Intern
• Contract level: Intern
• Contract duration: 6 months, with possibility of extension maximum up to 12 consecutive months; subject to satisfactory performance and available budget

UN City in Copenhagen - short presentation: https://www.youtube.com/watch?v=oF25xfMW0KQ

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.