Administrative Assistant – Intern
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Location:
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Salary:negotiable / YEAR
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Job type:INTERN
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Posted:3 weeks ago
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Category:Administration
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Deadline:23/04/2024
JOB DESCRIPTION
Background
The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with Governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.
The 2030 Agenda for Sustainable Development Goals (SDGs) and the pledge to leave no one behind reflect the inter-connectedness of health and sustainable development issues such as the widening economic and social inequalities, the climate crisis, rapid urbanization, the continuing burden of HIV and other infectious diseases (e.g., malaria, tuberculosis, COVID.19), the growing burden of non-communicable diseases and the emergence of health threats. The scope and scale of delivering health and well-being for all demands innovative partnerships and financing.
UNDP’s partnership with the Global Fund (GF), in line with UNDP’s HIV, Health and Development Strategy 2016-2021: Connecting the Dots, makes a vital contribution to UNDP’s Strategic Plan 2022-2025, the 2030 Agenda for Sustainable Development and the pledge to leave no one behind. When requested, UNDP acts as interim Principal Recipient (PR), working with national partners and the Global Fund to ensure management, implementation and oversight of GF grants, while simultaneously strengthening health institutions and systems for national entities to assume the PR role over time.
In Angola, UNDP has been playing the role of Global Fund Principal Recipient since 2005, helping the Ministry of Health and civil society deliver essential HIV, malaria and tuberculosis services while strengthening health and community systems. In July 2021 UNDP Country Office initiated the implementation of a new consolidated HIV, malaria and tuberculosis Grant, using a sub-national approach, over the 2021-2024 period. Concurrently, UNDP will also implement a COVID-19 Award as part of the Grant.
The management of the Grant, called “NFM3”, is led by the UNDP as Principal Recipient, in collaboration with the Ministry of Health, provincial governments of Benguela and Kwanza Sul and sub-recipients like World Vision International and ADPP. UNDP as PR is responsible for overall grant performance in Angola. This oversight role is supported internally through a number of procedures and processes including audits.
The Office of Audit and Investigation (OAI) provides UNDP with independent and internal oversight that is designed to improve the effectiveness and efficiency of UNDP’s operations in achieving its development goals and objectives through the provision of internal audit and related advisory services, and investigation services. OAI mandate will cover Angola’s PR role under the GF NFM3 grant in 2024.
The role of the INTERN will be to support the GF PMU information management systems ahead of the OAI audit in September 2024.
Under the supervision of the Deputy programme coordinator, the Administrative Assistant Intern will be responsible for providing support and assistance to the Global Fund Unit, including the Country Office whenever necessary. The INTERN will support the Global Fund Team in information management related to the OAI preparedness process. The INTERN will also support Programme Specialist and Project Managers with relevant administrative, organizational, and logistical tasks related to OAI information management preparedness, and will be involved in UNDP’s internal development and staff forums and processes when invited and required. Overall, INTERN will have the opportunity to gain general work experience and development work experience particularly in the health, administration and operations sector but also across the sectors of UNDP intervention and will be able to accumulate knowledge and understanding of the nature of UNDP work and institutional principles, policies, and procedures. These combined experiences and exposure will help the INTERN complement their academic activity with practical experience and possibly to inspire them on future career paths.
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Duties and Responsibilities
Under the supervision of the Deputy programme coordinator, the Administrative Assistant Intern will be responsible for providing support and assistance to the Global Fund Unit, including the Country Office whenever necessary. The INTERN will support the Global Fund Team in information management related to the OAI preparedness process. The INTERN will also support Programme Specialist and Project Managers with relevant administrative, organizational, and logistical tasks related to OAI information management preparedness, and will be involved in UNDP’s internal development and staff forums and processes when invited and required.
Overall, INTERN will have the opportunity to gain general work experience and development work experience particularly in the health, administration and operations sector but also across the sectors of UNDP intervention and will be able to accumulate knowledge and understanding of the nature of UNDP work and institutional principles, policies, and procedures. These combined experiences and exposure will help the INTERN complement their academic activity with practical experience and possibly to inspire them on future career paths.
Key-responsibilities:
1.) Ensures efficient project management support, focusing on achieving the following results:
a) Defining the information needs based on the OAI checklist.
b) Locating the sources of OAI required information from the different departments including the CO.
c) Verifying the quality, accuracy and completeness of the selected information source.
d) Collecting the information in a systematic and organized method.
e) Organizing and archiving the information in line with UNDP information management procedures
f) Verifying the information with support of Heads of Unit from the different departments (finance, PSM, M&E and Programmes) and designated staff for accuracy, completeness and relevance to audit requirements.
g) Proving weekly updates on progress of the OAI preparedness processes.
h) Follow-up on any information gaps that are identified.
Competencies
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Required Skills and Experience
Education:
- Enrolled student of a degree programme or completed 4 years of full-time studies at a university in the field of Social Sciences with priority for Development Studies, Development, Management, Business or Public Administration, Political Science, Economics and other related disciplines.
- No experience required.
Disclaimer
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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