Administration Intern, Addis Ababa, Ethiopia

Background Information - Job-specific
UNOPS ETMCO is recruiting for this position: Administration Intern &nb...
UNOPS ETMCO is recruiting for this position: Administration Intern based in Addis Ababa, Ethiopia

Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply.

The internship is a learning and working opportunity that targets fresh and prospective graduates. The Administration Intern will assist the Administration Officer and support the Ethiopia Multi-Country Office (ETMCO). The intern will be exposed to practical learning and working experiences that foster development of his /her path.

Functional Responsibilities
Under the close supervision of the Administration Officer the Administrati...
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

• 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 ...
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.

Competencies
Treats all individuals with respect; responds sensitively to differences and enc...
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 Thi...
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. Further, UNOPS may provide a one time travel lumpsum of 500 USD. However, they must make their own arrangements for accommodation, travel and necessary visa arrangements.

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 Information
Please note that UNOPS does not accept unsolicited resumes. Applic...

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• 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 ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.