Organization: UNOPS – United Nations Office for Project Services
Location: Addis Ababa
Grade: Internship – Internship
Occupational Groups:
Operations and Administrations
Closing Date: 2024-11-14
Job categories Administration
Vacancy code VA/2024/B5333/29175
Department/office AFR, ETMCO, Ethiopia MCO
Duty station Addis Ababa, Ethiopia
Contract type Intern
Contract level Intern
Duration Six months
Application period 01-Nov-2024 to 14-Nov-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Functional Responsibilities
Under the close supervision of the Administration Officer the Administration Intern will be expected to support Admin tasks and selectively drive particular work items on their own as part of their on-the-job learning program. The incumbent responsibilities include but are not limited to the following:
Logistics and asset management support
Administrative and operational coordination support
Support to knowledge building and knowledge sharing
Ensures provision of reliable logistics and asset management support, namely:
Participate in appropriate maintenance and safe and secure office equipment and property storage.
Assist and propose new ways in preparing accurate inventory lists and adequate property records for the office and project.
Support timely preparation and submission of periodic inventory reports; coordinate physical verification of inventory items.
Support and propose new ways to carefully monitor the movement of equipment into and within the area of responsibility.
Participate in the implementation of an equipment management and accounting system for all equipment of the office per UNOPS equipment policy.
Support in administering the receipt of goods and equipment for the office, inspection, and report preparation.
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..
Administrative support, focusing on the performance and improvement of the following functions:
Support in coordination of travel arrangements, preparation of travel authorizations, when needed and record of travel related expenses, while contributing to process improvement.
Provision of information to the relevant administrative personnel, in relation to air services, rates and travel schedules for specific itineraries, and help track and process travel claims.
Provision of reviews and recommendations aimed at checking documents for accuracy and compliance with UNOPS format, style and policy, and creating and maintaining a relevant repository of these documents
Maintenance of files records (hardcopy and online) of all operational and financial documents for easy reference and retrieval; document management, including file closures, archiving.
Innovating and streamlining the organization of workshops, conferences, retreats.
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.
Participate in procurement processes including collect quotations, register suppliers in UNGM and fill supplier profiles. Coordination of administrative surveys for the organization of common services.
Propose and use of a monitoring system to track the status of submitted and pending requests, ensuring that tasks relating to unit work and mandate are completed in a timely manner.
Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
Participation in the training events for the program, operations, and project personnel on administrative procedures
Participates in the Support Services Team Meetings in the UNOPS Kassala Office and prepares innovative presentations, 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 technology, electronic systems, and tools to initiate work and share information with colleagues and clients.
Training opportunities for the Administration Intern
The incumbent will have access to the UNOPS Learning Zone and other relevant trainings related to the role.
Education/Experience/Language requirements
Education
To qualify, the candidate should be currently enrolled in a university degree or have graduated from a university degree within the last 3 years at the time of the application. Preferably the candidate is studying or have studied one of the following subjects: Business Administration, Public Administration, Management or related field. Please attach your educational documents to your application.
Work experience
Applicants are not required to have professional work experience.
Language
Fluency in written, reading and spoken English is required.
Knowledge of another UN official language is an asset.
Computer Literacy
Knowledge & usage of Google suite applications is an asset.