Intern - Executive Assistant

Summary of key functions:

17. Support effective and efficient functioning of the Country Director’s office
17. Effective communications and administrative support to the office
17. Support facilitation of knowledge building and management

                                                                                                                                           Specifically, the Executive Associate will focus on achievement of the following, supporting;

17. The Management of the RR’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
17. Efficient and discreet management of the RR and DRR’s schedules
17. Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
17. Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
17. Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
17. Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
17. Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
17. Facilitation of information sharing with Management Support and Business Development, Programme and Operations Teams.
17. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to management.
17. Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;

17. Administration of travel, meetings, appointments and briefings of management. Including drafting of background notes.
17. Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers.
17. Support to organization of advocacy events if required
17. Sound contributions to knowledge networks and communities of practice.

Education:

Applicants must at the time of application meet one of the following requirements: 

• be enrolled in a second university degree programme (Master Degree) 
• be enrolled in the final academic year of a first university degree programme (Bachelor Degree) 
• have graduated with a university degree in fields such as economics, finance, business administration, international relations, public administration or similar and, if selected, must start the internship within one-year of graduation. 

Language Requirements:

Fluent in English with excellent reading and writing skills.

General Internships Terms & Conditions:

• The internship programme is governed by the UNDP Internship policy framework & rules.
• Under the new revised UNDP internship policy, UNDP will provide a modest monthly internship stipend to its interns, in accordance with the provisions of the UNDP Internship policy. All expenses connected with the internship will be borne by the intern.
• Selected Interns must be able to share proof of education enrolment and/ or graduation, medical/ health and life/accident insurance, valid for the location in which the internship will be carried out and be able to provide insurance documentary proof at the time of their selection;
• There is no expectation of employment at the end of these internships.

Application Process

The applications are accepted on a rolling basis for 3 to 6 Months and internships will be offered to successful candidates based on needs.

Interested candidates should submit the following documents:

• Resume (updated)
• Motivation letter setting out the reasons why he/she is seeking an internship with UNRCO
• a letter from his/her university confirming current enrolment and graduation date or proof of recent graduation or enrolment

UNDP is committed to providing the intern with the training, guidance and support necessary to complete the above duties and responsibilities effectively and within the internship period. This will include, but not be limited to, scheduled meetings (weekly) to assess output progress, systems training (if required) and completion of required university reports for the purpose of meeting any necessary Degree requirements.