Intern

Administrative, Finance & Procurement/Grants Functions:

• Assist in the provision of routine administrative support on the proper day-to-day functioning of the Operations Unit of VIEMCO/WEC.
• Help ensure the effective capturing, tracking, organization and sharing of information, promoting business continuity.
• Creating and helping manage transactions in UNOPS ERP system to support project implementation, and other VIEMCO/WEC operations, including Purchase Orders and Request for Payments, and draft, review and process travel authorization (TA) and expenses claim (TEC) forms.
• Assist with drafting reports on operational activities, and conducting financial data analyses for reporting to management.
• Support procurement and grants processes, as directed by Support Services Associate and Head of Support Services, including preparation of procurement and payment documentation, ensuring compliance with UNOPS rules and regulations
• Familiarize himself/herself with the e-sourcing system and facilitate processes to acquire goods and services required by VIEMCO/WEC and its projects.
• Assist with processes related to management of contracts and contract administration, and support with contact database and filing system management and update.

Logistics and Travel Services:

• Assist with the preparation and organization of small, medium and large events, briefings, video/audio conference calls and webinars, and follow up with respective service providers on various logistics elements, as required.
• Assist with the administration of travels for personnel and other meeting participants, including managing travel bookings, preparing invitation letters and registration forms, as well as logistics notes.
• Coordinate travel schedules of UNOPS officials and meeting/event participants, and provide them with logistics support, including to facilitate visa applications.
• Draft, review and help process Travel authorizations (TA), ensuring that calculation and payment of daily subsistence allowance (DSA) and terminal expenses complies with UNOPS rules and regulations.
• Facilitate preparation and organization of workshops, and communicate with different stakeholders, as relevant.

Assist and support projects requiring additional / ad-hoc admin and logistics assistance.  Perform additional duties as assigned by the supervisor and management.

Training components and learning elements

The Intern will be provided with the following training components and learning elements:

The intern will be part of a dynamic team and will be learning on the job on a daily basis.  Dedicated time will be allocated by the supervisor for understanding the functioning of UNOPS and the UN development context in general.

Training in ERP system OneUNOPS, finance and procurement procedures will be provided through hands-on daily tasks.

The intern will be able to participate in other trainings offered by UNOPS. Specifics of training and development will be discussed with the intern upon arrival. No official travel is foreseen for the internships.

At the end of the internship period, the incumbent will have learnt the basis to work as an Support Services Assistant. In addition, the intern will gain sound understanding of UNOPS regulations and processes related to finance, procurement, and travel. Finally, the intern will acquire global overview of working with a multi stakeholder programme involving UN (UNOPS/UNDP, UNEP and different donors, programme team).

Education

• All applicants must have graduated from a university programme at the Bachelor, Masters or PhD levels within three (3) years prior to the applications date of the internship.
• Area of study should be preferably one of the following: business administration, finance, procurement or similar.

Experience

• Applicants are not required to have professional work experience but experience working in operational/ administrative areas highly desired.
• Proficiency in the use of the standard Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and/or GSuite applications required.

Languages

• Fluency in written and oral English required.
• Working knowledge of other UN languages is an asset.

Additional Considerations

• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• Interns are responsible for arranging their own travel and securing any necessary visas.
• All candidates are required to fill out their GPRS profile in detail, and attach a motivation letter. Those who do not comply with this requirement will be disqualified.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Interns are responsible for arranging their own travel and securing any necessary visas.
• All candidates are required to fill out their GPRS profile in detail, and attach a motivation letter. Those who do not comply with this requirement will be disqualified.
• 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
• 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.