Administrative Assistant Intern

Description

Conditions Of Internship

• UNDP internship programme provides a monthly stipend intended to help cover basic daily expenses related to the internship
• UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship
• Interns are responsible for securing adequate medical insurance for the duration of their internship with UNDP and must provide a medical certificate of good health prior to starting the internship. UNDP will not reimburse the medical insurance of the intern
• All the expenses connected with the internship will be borne by the intern, sponsoring government or institutions
• Interns are not eligible to apply for, or be appointed to, any post in UNDP during the period of the internship
• Interns are not staff members and may not represent UNDP in any official capacity

Duties

• Help ensure completeness of the Programme and M&E filing systems
• Help generate and finalize official project documents
• Support the organization of PMU events
• Support the Project Coordinator in her functions

Under The Supervision Of The Project Coordinator, And In Collaboration With Other PMU Team Members, The Administrative Assistant Will Perform The Following Tasks

• Help ensure the completeness of the Programme and M&E filing systems:
• Support the design of the Programme and M&E filing structure (paper-based and electronic)
• Help set up a workflow the management of project correspondence (letters, reports, invoices etc.)
• Help ensure that the said workflow and filing structures are used and complied
• Help gather, organize and archive critical Programme and M&E documents
• Help generate and finalize official project documents:
• Support the drafting, formatting or general editing of official correspondence, minutes of meetings, narrative reports
• Support the organization of PMU events:
• Support the planning and execution of event logistics such as budgets, invitation letters and liaison with PSM and Finance team on procurement and payment-related processes (venue, stationery, participants‘ per diem)
• Liaison with the Communications team for media coverage
• Support the Project Coordinator in her functions:
• Help manage the Coordinator’s agenda and overall planning
• Help manage correspondence addressed to the Coordinator
• Help organize Coordinator’s filing system

Requisites

• Applicants to the UNDP internship programme must at the time of application meet one of the following requirements:
• Be enrolled in a postgraduate degree programme (such as a master’s programme, or higher) in business or public administration or related social sciences
• Be enrolled in the final academic year of a first university degree programme (such as bachelor’s degree or equivalent) in business or public administration or related social sciences
• Have recently graduated with a university degree (as defined in (1) an (2) above) and, if selected, must start the internship within one-year of graduation
• Be enrolled in a postgraduate professional traineeship program in business or public administration or related social sciences and undertake the internship as part of this program
• Good working knowledge of English, both written and verbal
• Fluency in Portuguese, both written and verbal

Competencies

• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others
• Promoting learning and knowledge management/sharing is the responsibility of each staff member
• Informed and transparent decision making

Notes

• Only shortlisted applicants will be contacted