Administration Intern

Job Highlight

This internship offers valuable exposure to the operations of a UNOPS and provides a foundation for a career in administration or related fields. The intern will develop essential skills in communication, organization, and problem-solving while contributing to the mission of UNOPS in South Sudan.

About the Region

The UNOPS Africa Regional Office, based in Nairobi, Kenya, oversees the delivery of over 250 projects across 40 countries, with a focus on fragile and conflict-affected settings. Supported by more than 1,000 personnel across five multi-country offices—spanning North, West, Central, Eastern and Southern Africa, and the Horn of Africa—the office advances national priorities through strategic initiatives in Climate Action, Health, Infrastructure, Peace and Security, Middle-Income Country Support, and Small Island Developing States (SIDS). The Regional Office provides strategic leadership, operational support, and oversight in key areas including Partnerships, Communications, Management and Oversight, Infrastructure and Project Management, Health and Safety, and Security. By promoting excellence in project delivery, fostering knowledge sharing, and driving continuous improvement, the office contributes to sustainable infrastructure, transparent resource management, and a better quality of life for communities across the continent.

About the Country/Multi-Country Office

Based in Addis Ababa, the Horn of Africa Multi-Country Office (HAMCO) delivers project management, procurement, and infrastructure services across Djibouti, Ethiopia, South Sudan, and Sudan, with a primary focus on health, agriculture, and economic development. Established in 2009, HAMCO partners with governments and development stakeholders to implement impactful, results-driven initiatives that contribute to sustainable development. Since 2024, new projects have been aimed at expanding access to healthcare, education, energy, and livelihoods, particularly in underserved and conflict-affected regions. HAMCO also provides human resource management services, supporting the effective implementation of development initiatives. Key efforts include equipping research facilities, strengthening education and health systems, building vaccine research capacity, and enhancing resilience in communities affected by crisis. Through these interventions, HAMCO contributes to inclusive growth, regional stability, and the achievement of the Sustainable Development Goals (SDGs) across the Horn of Africa.

About the Project Office

Since 2005, UNOPS has supported South Sudan’s development through critical infrastructure projects that improve access to essential services and livelihoods, particularly in rural and underserved areas. Efforts focus on the design, construction, and rehabilitation of roads, airstrips, ports, and bridges to enhance connectivity and promote economic activity. UNOPS also builds schools, health facilities, and government offices to strengthen basic service delivery and institutional capacity. In addition to infrastructure, UNOPS provides procurement and operational support to the Government and development partners, enabling efficient and transparent implementation of key initiatives. All efforts are geared toward improving socio-economic conditions, fostering resilience, and supporting long-term development across South Sudan.

Job Specific Context

This internship provides an opportunity to gain practical experience in administration within a dynamic international organization. The intern will support with admin, operation, logistic and protocol requests, assist with procurement and vendor payments, handle requests and queries related to Admin request, ensure office supplies are adequate, and provide general administrative support to various units. This role is essential for maintaining smooth office operations and supporting the efficient functioning of the UNOPS South Sudan office.

Role Purpose

The Administration Intern will provide essential support to the administrative functions of the UNOPS South Sudan office, ensuring efficient and effective office operations. The intern will assist with admin, operation, logistic and protocol requests, assist with procurement and vendor payments, handle requests and queries related to Admin request , vendor payments, office supplies management, and general administrative tasks as required by the supervisor and other units.

Functions / Key Results Expected

• General Office Administration

General Office Administration: Support a wide range of administrative duties/processes, such as organizing Meetings, booking rooms, setting up tech, and preparing background documents when required.

Compiling meeting minutes and following up on action points, support with procurement and contract management tasks.

Assist in managing incoming and outgoing mail to/from partners, and Government and follow up on

• Protocol and Liaison

Support travel arrangements for all official travels, and ensure timely response, proper documentation, and payment processing.

Coordinate Visa and Insurance Registration process for all international staff and ensure timely renewal.

• Records Management:

Maintaining, organizing, and digitizing files, templates, and corporate documents on shared drives.

• Accommodation and Facilities Management

Support with the Accommodation and facility Management. Receiving request, allocating room, coordinating preparation of rooms for clients and checking in clients to the Accommodation.

Support with timely Maintenance of facilities for both Office and Accommodation.

• Logistics & Asset Management

Inventory Control: Tracking office equipment, conducting physical verification, and compiling accurate inventory reports.

Support with Asset Tagging, update Register, Verification, disposal, submission for loss and Damage, preparation of RIR

Fleet Support: Coordinate allocation of drivers and vehicles through the systems for staff pickup, drop off, airport pickups, processing of license, scheduled vehicle maintenance, Motor vehicle Insurance policy, license plates & Claims and Review SSCO Fleet requirementS.

Coordinate Maintenance for all UNOPS vehicles, and Generators

Support payment transaction tasks, prepare files and supporting documents, and upload onto relevant systems. Follow up on timely approvals of all RFP’s.

Goods Receipt: Administering incoming goods, checking deliveries against invoices, and compiling delivery reports. Preparing RIR for the delivery.

• Office Supplies and Refreshments Management and Administrative Support

Ensure sufficient supplies and procurement for all refreshments and office supplies for meetings/training and workshops taking place in office meeting rooms.

Serve and prepare beverages/refreshments and assist in preparing food and snacks for meetings/training/workshops as required.

Monitor stationery and office supplies monthly, ensuring all supplies are well-maintained and the list accurately reflects the actual stock.

Assist in photocopying, scanning, binding, typing, and filing office documents as requested by the Administrative Officer

• Logistics & Asset Management

Inventory Control: Tracking office equipment, conducting physical verification, and compiling accurate inventory reports.

Fleet Support: Coordinating with car rental companies or local drivers to allocate vehicles for field missions.

Travel & Procurement Support: Travel Arrangements: Preparing travel authorizations, booking flights, and coordinating movement logs for UN personnel.

Financial Processing: Gathering supporting financial vouchers, verifying vendor log sheets, and prepping files for payment entry.

Assets Management: Support with Tagging and replacing of Assets Tags, Asset Management, Verification and disposal

• System Data Entry

Inputting data into the UNOPS ERP (Enterprise Resource Planning) system.

Skills

Clerical Skills, Communication, Filing, Multitasking, Organization Skills

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational 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.

Education Requirements

Required:

• The applicant must be enrolled in, or have graduated within the past 36 months from, a University degree program (Bachelor's or Master's). Preferred fields include Business Administration, Public Administration, Human Resources, or related fields.

Desired:

• Area of study should preferably be in Administration & Operations

Experience Requirements

Desired:

• While no prior work experience is required, some experience in Experience in administrative support or customer service or related fields would be an asset.
• This localized position is only restricted to South Sudan Nationals.

Language Requirements

LanguageProficiency LevelRequirementEnglishFluentRequiredArabicBasicDesirable

Additional Information

• UNOPS does not accept unsolicited resumes.
• UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
• Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement. Applications received after the closing date will not be considered.
• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the selection process, which may include various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of a wide range of nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. We strive to sustain and strengthen this diversity, fostering an inclusive working environment where all personnel are treated with respect and have equal access to opportunities.
• UNOPS evaluates all applications based on the skills, qualifications and experience outlined in the vacancy announcement. We are committed to a fair and transparent selection process and welcome diverse perspectives, including those of women, indigenous and racialized communities, individuals of diverse gender identities and sexual orientations, and persons with disabilities.
• We are committed to enabling all candidates to perform at their best during the assessment process. If you are shortlisted and require support or reasonable accommodation to complete any assessment, please inform our human resources team upon receiving your invitation.
• UNOPS has zero tolerance for sexual exploitation and abuse (SEA), sexual harassment, and other forms of abusive conduct, including discrimination, abuse of authority, and harassment. To uphold these standards, background checks are conducted for all final candidates to help ensure that individuals with a history of such conduct are not hired. By applying for a position with UNOPS, candidates acknowledge and consent to these verification processes.

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.
• For more details about the contract types, please click 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.