Administration Intern at UNOPS Ethiopia

Addis Ababa, Ethiopia
United Nations Office for Project Services (UNOPS)

The United Nations Office for Project Services (UNOPS) wants to recruit fresh graduate employees in the following vacant positions the details of which are mentioned below.

Position: Administration Intern, UNOPS Ethiopia

Job categories Administration

Vacancy code VA/2022/B5333/24330

Department/office AFR, ETMCO, Ethiopia MCO

Duty station Addis Ababa, Ethiopia

Contract type Intern

Contract level Intern

Duration 6 Months

Application period 28-Jul-2022 to 08-Aug-2022

Functional Responsibilities

Summary of Key Functions

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 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 documents 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 the 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.

Contract type, level and duration

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://ift.tt/BcCrDEm

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.

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

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 (around 4 hours) in your own time, before providing services to UNOPS.

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.

Job 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 application date of the internship.

Language: 

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

How to Apply

Interest applicants should use the link below for submitting their applications.

“Qualified females are highly encouraged to apply”

To see job details and apply click: Apply Now

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