Intern

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UNOPS - United Nations Office for Project Services

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Application deadline 3 months ago: Wednesday 2 Feb 2022 at 23:59 UTC

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Background information- ECR

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

Background Information - Job-specific

RBM Partnership to End Malaria

The past twenty years have seen tremendous gains in reducing the burden of disease and progressing towards malaria elimination. Since 2000, global malaria deaths have been cut by more than half, saving over 10 million lives, primarily among children less than five years of age. Expansions in financing, strong political commitments, novel diagnostic and preventative measures, and multi-sectoral coordination have facilitated this progress. Since 1998, RBM Partnership to End Malaria has been central to the global fight against malaria. It has been essential to mobilizing resources and scaling up innovative interventions, putting the world onto a path towards eliminating malaria. The Partnership comprises more than 500 partners committed to end malaria, including malaria endemic countries, their bilateral and multilateral development partners, the private sector, nongovernmental and community-based organizations, foundations, and research and academic institutions.

The RBM Partnership's Vision is of a world free from the burden of malaria. The work of the RBM Partnership is guided by the 2021-2025 RBM Partnership Strategic Plan.

The RBM Partnership is based in Geneva and hosted by UNOPS.

Functional Responsibilities

Under the guidance and supervision of the relevant functional Manager, the intern provides support to the RBM Partnership Secretariat performing a variety of dedicated functions ensuring high quality and accuracy of work, in support of the RBM Secretariat and different teams’ activities. The intern works in close collaboration with other team members in the RBM Secretariat as well as with UNOPS Geneva teams to exchange information and ensure consistent service delivery.

Duties and Responsibilities

The Advocacy & Communications Intern will:

  • Support communications and outreach activities, updating the website and social media channels, and drafting monthly newsletters.
  • Support with the contact management system (keeping lists up to date, support with management of contact database).
  • Support with knowledge management tasks (keeping Sharepoint up to date, storing deliverables).
  • Assist the team with the relationship with external suppliers - liaising with the translation team, secure interpretation for events.
  • Assist with scheduling internal/external meetings, taking meeting minutes and preparing briefing notes.
  • Support efforts related to meeting/event management – including preparing and dispatching invitation letters, assisting with organization, implementation of and follow up to events, briefings, video/audio conference calls and webinars (including minutes taking).
  • Perform other duties as required, including general administrative support.

The Administration Intern will:

  • Preparation, dispatching and filing of official letters, correspondences and Notes Verbales.

  • Setting up meeting including booking meeting rooms, setting up teleconferences, distributing any related preparatory documents and taking meeting minutes.

  • Assist with scheduling internal/external meetings, taking meeting minutes and preparing briefing notes.

  • Support event management efforts – including preparing and dispatching invitation letters, assisting with organisation, implementation of and follow up to events.
  • Support with the organisation of travel arrangements for the RBM Secretariat, including preparation of Travel Authorisations, Security Clearances, Travel Registrations, Visa Applications, flight and hotel bookings, travel expense claims and other related tasks.
  • Support with data management systems including regular updates of key documents, assets and contact databases.
  • Perform other duties as required.

The Country/Regional Support Intern will:

  • Prepares briefing materials for conference calls, meetings and missions, coordinates such requests, takes minutes and ensures relevant follow-up actions.
  • Support the coordination, in collaboration with others, of consultant travel planning and advises on respective budgeting, as per the Work Plan.
  • Manages the manager’s mission and representation schedule, as well as related travel arrangements.
  • Support the planning of events, workshops and webinars, including corresponding with participants and facilitating participant travel if required.
  • Provide on-site coordination and support during workshops and events, including taking minutes and supporting logistical coordination.
  • Assist in developing reports.
  • Perform other duties as required, including general administrative support.

The Data Support Intern will:

  • Support on Data Integration and triangulations tasks.
  • Support on data updates and development of data integration workflows.
  • Contribute to data quality assessment.
  • Ideate data visualizations for existing datasets.
  • Develop visualizations for new data within the existing non-coding based visualization platform.
  • Contribute to the assessment of usability for existing Dashboards and propose/implement solutions.
  • Perform other duties as required, including general administrative support.

The Finance Intern will:

  • Support with projects’ and grants financial transactions.
  • Facilitate approval of service invoices.
  • Monitoring purchase orders and other disbursements for the projects.
  • Support with financial information analysis and report consolidation (Google Sheets or Excel).
  • Support with financial presentations (Google Slides or Powerpoint).
  • Support with the monitoring of RBMs financial transactions against approved budgets (Monitoring Tool).
  • Support in filling of financial information, checking for completeness and ensuring that important documents are filed in the right folders.
  • Supports the annual internal audit as required.
  • Perform other duties as required.

The Operations Intern will:

Support in Procurement of goods and services

  • Support in drafting Terms of Reference for subcontractors.
  • Conduct market research to identify suppliers under the overall procurement rules and regulation.
  • Assist the team in evaluation of proposals received and draft recommendations for contract awards.

Support in Grants management

  • Assist in the initial drafting of new grant agreements and in the management of existing grants.
  • Review of the operational aspects of the proposed projects, to meet operational objectives under the supervision of the Operations Manager and in collaboration with the RBM/UNOPS Geneva teams.
  • Establish and maintain working files for the projects under his/her responsibility.

Travel assistance

  • Process of travel requests in accordance to the requirements, policies and procedures.
  • Support to administration of the travel related documentation.

Other

  • Assist and support any specific exercises and projects requiring additional/ad-hoc assistance.
  • Perform other duties as required, including general administrative support.

    Training components and learning elements

The intern will be part of a team and will be learning on the job on a daily basis. The supervisor will allocate dedicated time in order to improve the intern’s understanding of the functioning of RBM/UNOPS and the UN development agency world in general. The proximity of other UN agencies and UNOG offers opportunities for numerous briefings and presentations.

Training in ERP (Enterprise Resource Planning) system OneUNOPS, travel management and simple HR and procurement procedures.

The intern will be able to participate in diverse training offered by UNOPS, including online language and project management courses as applicable. Other opportunities will be discussed with the intern upon arrival.

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.

Education/Experience/Language requirements

Education - All applicants must be enrolled in a university programme such as Bachelor, Masters or Ph.D. (or the equivalent) or have graduated from such studies within three (3) years prior to the application date of the internship.

Internship-related experiences Preferred: - At least 1 year of relevant professional work experience is preferred.

Desirable: - Capacity to prioritize assignments and strong commitment to teamwork and results.

Computer Literacy - Familiar with the use of Google Workspace (Gmail, Google Docs, Google Meet, Google Chat, Google Sheets, Google Slides, and Google Forms) is an asset.

Language Skills - Fluency in written and oral English required. Working knowledge of other UN languages is a strong asset – particularly French.

Applicants must submit a letter of motivation, including the preferred area of internship (maximum 2) from the following: - Advocacy and Communications - Administration - Country/Regional Support - Data Support - Finance - Operations

Contract type, level and duration

Contract type: Internship Agreement Contract level: Intern Contract duration: 6 months initially, with possible extension of up to one year subject to performance, organizational requirements and funding availability.

Terms and Conditions The intern will be provided with the following:

  • A monthly stipend designed to contribute to the cost of daily expenditures such as commuting and meals, if not receiving funding through an internship programme external to UNOPS, or from a specific institution.
  • Subject to eligibility criteria, UNOPS may pay a one-time lump sum as per established policies to contribute to the expenses borne by the intern to travel to and from and settle in the country where the internship will take place.
  • Daily Subsistence Allowance for pre-authorized official travel in accordance with UNOPS policies
  • Access to the online learning zone
  • Interns are covered by UNOPS under the Group Life, Disability and Medical Insurance Policy for Fellows, Scientific Visitors, Training Course, Study Tour and Meeting Participants of a United Nations Organization (FAMPI).

The intern must make their own arrangements for accommodation, travel, Swiss health (LAMal) insurance and any necessary visas.

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.

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.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

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

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

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

Added 4 months ago - Updated 3 months ago - Source: jobs.unops.org