Background

<Under the guidance and supervision of the Administrative Associate, the Administrative Intern provides support to office operations performing a variety of administrative processes ensuring high quality and accuracy of work. The Administrative Intern supports the promotion of a client, quality and results-oriented approach. The Administrative Intern works in close collaboration within the Operations, Programme and Projects staff in the CO and other UN agencies to exchange information and ensure consistent service delivery>

Duties and Responsibilities

<Support to implementation of operational strategies, focusing on achievement of the following results:

• Diligent transmission of documents at diverse processing centers and units;
• Mapping and tracking of processed files with the implementation of SOPs;
• Provision of inputs to the preparation of administrative results-oriented workplans.

Support to effective and efficient functioning of the Administrative unit focusing on achievement of the following results:

• Effective participation in meetings, and providing reporting support through note taking;
• Compilation and preparation of presentation materials, background information and documentation for meetings and missions;
• Digitalization of documents (service requests, exonerations, accreditations etc);
• Updating the Tracking tool with recent information on the status of processes;
• Liaison services and follow-up of files at partner administrations (MINREX, MINFI, MINTRANSPORTS and DGSN, etc.).

Support effective administrative and logistical support, focusing on achievement of the following results:

• Data collection related to shipments for the Organization and Administered agencies;
• Verifying the completeness of fleet administrative documents;
• Follow up with exoneration files at partner administration;
• Follow-up with shipment delivery and reporting of challenges encountered;
• Follow up processed requests for visas, consular cards and other accreditations;
• Administrative support to workshops, retreats and meetings;
• Data collection and review regarding common services;
• Follow-up with effectiveness of assigned drivers to official errands;
• Support drivers with updating the vehicle log (daily movements, gas consumption, and maintenance);
• Assistance in the preparation of Administrative budget, and setting up of a Procurement Plan.

Support to office maintenance and assets management, focusing on achievement of the following results:

• Collection of data on custody sheets for each office for asset reporting;
• Verification and updating of asset tagging needs;
• Provision of support to maintenance of common premises services.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the  following results:

• Participation in the training for the operations / projects staff on Administrative Operations;
• Sound contributions to knowledge networks and communities of practice.>

Competencies

Required Skills and Experience

Education:

<Be enrolled in a Bachelor”s or Master’s degree in social sciences, Administration, Logistics or a related field is required

b) Have recently (within the last year) obtained a university degree (as defined in (a) above).

c) Fluency in French or English is required.

d) Secondary mastery of one of the two above-mentioned languages is an asset>

Experience:

<Experience in the usage of computers and office software packages (MS Word, Excel, etc.), is an asset

Experience in handling of web-based management systems. Is an asset

Knowledge in customs procedures, is an asset

Knowledge of MINREX procedures ( visas application procedure, protocole, diplomatic correspondances…) is an asset>>

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.