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Administration Intern

Addis Ababa (Ethiopia)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Addis Ababa (Ethiopia)
  • Grade: Internship
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2021-01-27

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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.


Background Information - Job-specific

Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. Since 2014, the UNOPS Ethiopia Multi-country Office (EMCO) runs and coordinates the UNOPS activities in Ethiopia, as well as Sudan and Djibouti. The UNOPS EMCO team is composed of approximately 100 national and international women and men, and offers a broad range of services such as infrastructure, procurement, project management, financial and human resources management.

The internship is learning and working opportunity  that targets graduates both fresh and those already in the job market. The intern, reporting to the Administrative Associate,  will assist the Administration unit in efficiently and effectively on administration and support. The intern will be exposed to practical learning and working experiences that foster development of his /her path. The Intern will work full time and follow the same working hours as UNOPS employees.



Functional Responsibilities

Summary of Key Functions

  1. Logistics and asset management support

  2. Administrative and operational, coordination support

  3. 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 storage of all office equipment and property.

  • Assist in preparing accurate inventory lists and adequate property records for the office as well as for projects.

  • Support timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items.

  • Careful monitoring of the movement of equipment into and within the area of responsibility.

  • Implementation of an equipment management and accounting system for all equipment and properties managed by the office, in accordance with UNOPS equipment policy.

  • Administering the receipt of goods and equipment for the office, inspection and report preparation.  

  • Coordination of transportation services, regular vehicle maintenance and insurance. Checking and certifying of vehicle daily log and fuel consumption, update and maintenance of vehicle history report.

  • 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.. 


Provides administrative support to portfolio managers/associates and clients, focusing on achievement of the following results:

  • Participate in the administration and monitoring of all budgetary, financial, procurement and routine administration of service delivery; in close collaboration with the supervisor. 

  • Assist in checking documents for accuracy and compliance with UNOPS format and style

  • Coordination of travel arrangements. Preparation of Travel Authorizations and other travel related expenses. Provide information on air services, rates and travel schedules for specific itineraries to the traveler. Processing of travel claims.

  • Assist in maintenance of files records (hardcopy and online) of all operational and financial document  for easy reference and retrieval; document management, including file closures, archiving.

  • Support with protocol matters

  • Organization of workshops, conferences, retreats.

  • Assist in preparation of briefing materials as required for mission travel and/or discussion on project activities and status.

  • 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 supervisor with recommendations for course of action.

  • Organization of procurement processes including collect quotations, register suppliers in UNGM, fill Supplier profile and preparation of Note for Shopping for requested office goods and services.

  • Coordination of administrative surveys for organization of common services.

  • In the absence of the admin team member, follows up on urgent tasks and issues on behalf, ensuring that relevant duties and responsibilities are completed without delay

  • Use of a monitoring system to track status of submitted and pending requests, ensuring that tasks relating to units 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 programme, operations and projects personnel on administrative procedures 

  • Assists the conduct of Support Services Team Meetings in UNOPS Ethiopia Office, and prepares presentation, 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 of technology and electronic systems and tools to initiate work, share information with colleagues and clients.


Impact of Results

The key results directly affect the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.







Education/Experience/Language requirements

Education:

- Bachelors degree in Business Administration, Public Administration, Management, or related areas.


Experience: 

-   Applicants are not required to have professional work experience.

-   Applicants should have graduated from the above stated fields within three (3) years prior to the applications date of the internship.

Language: 

-    Fluency in written and oral English and local language is required.






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.

Contract type, level and duration - Internship

Contract type: Internship
Contract level: N/A
Contract duration: 6 months



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.

Interns may be eligible for a monthly stipend  from UNOPS provided that they do not receive funds from other institutions.

For more details about UNOPS internships please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Internships-and-volunteering.aspx

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.
  • 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
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  
  • its a family Duty station. 

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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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