UNV Procurement, Travel and Administration Intern-Office-based

II. CORPORATE BACKGROUND:

The United Nations Volunteers (UNV) programme contributes to peace and development through volunteerism worldwide. We work with partners to integrate qualified, highly motivated and well supported UN Volunteers into development programming and promote the value and global recognition of volunteerism. UNV is active in around 130 countries every year. With field presences in over 80 countries, UNV is represented worldwide. UNV is administered by the United Nations Development Programme (UNDP). UNV is headquartered in Bonn, Germany, with a field presence through 6 regional offices and 50+ field units.

III. INTERNSHIP OFFICE BACKGROUND:
The Procurement, Travel, and Administration Unit (PTAU) plays a central role in overseeing the strategic management of procurement, travel and administrative services for UNV. PTAU ensures operational excellence in these areas by delivering efficient and compliant solutions that support the organization's objectives. Its primary goal is to ensure efficient, cost-effective, and compliant operations across these areas, facilitating the organization's mission through the timely delivery of goods, services, and solutions. The unit is also responsible for overseeing asset management, ensuring the effective use and care of organizational resources through accurate reporting, maintenance, and utilization.

IV. DUTIES:

The intern will assist in the following duties and responsibilities:

Asset and Inventory Management

• Assist in maintaining and updating the non-asset and inventory records, ensuring that all attractive and custodial items are properly recorded and easily tracked.
• Support the registration, tagging, and labeling of custodial items such as office equipment and furniture.
• Help conduct physical verifications for assets/custodial items and inventory verifications by checking the accuracy of records, physical status, custodians, location, etc.;
• Assist in reconciliation of data and preparation of relevant reports for tracking system, internal monitoring and audits.
• Help maintain organized records and files related to asset and non-asset movements, sign-out procedures.
• Assist in counting stock levels of office supplies and produce itemized inventory list.
• Support the team with the asset/non-asset disposal, transfer processes in line with organizational procedures.

Administrative Services

• Assist in organizing, archiving, and maintaining physical and electronic records under PTAU to ensure easy retrieval and proper documentation ensuring safe keeping.
• Facilitate the disposal of documents in accordance with the document management policy based on section requests.
• Support with physical move of office furniture as needed.
• Assist in updating internal contact lists and administrative directories.
• Provide general administrative and clerical support to the PTAU as needed.

Other

• Support other/ad hoc activities as seen relevant and needed.

Competencies

Communication Skills:

• Demonstrates exceptional verbal and written communication skills, with the ability to convey formal information clearly and effectively to diverse audiences.

Organizational Skills:

• Exhibits outstanding organizational skills, ensuring deliverables are prioritized and delivered with accuracy, deadlines are met, and projects are executed efficiently.

Collaboration and Teamwork:

• Works collaboratively with colleagues, fostering a team-oriented environment to achieve shared organizational goals and objectives.

Problem-Solving:

• Possesses excellent problem-solving skills, demonstrating the ability to analyze situations, identify challenges, and implement effective solutions.

LEARNING OPPORTUNITIES FOR THE INTERN

• General understanding of the work and mission of the UNV programme;
• Insight and hands-on experience in UNV’s broad range of operational and programmatic issues;
• Insight and hands-on experience in operations management; and
• Become more familiar with working in an International Organization and in a multicultural environment.

Other competencies and attitude:

• Interest and motivation in working in an international organization;
• Outgoing and initiative-taking person with a goal oriented mind-set;
• Communicates effectively when working in teams and independently;
• Good in organizing and structuring various tasks and responsibilities;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Responds positively to feedback and differing points of view;
• Consistently approaches work with energy and a positive, constructive attitude..

REQUIRED SKILLS AND EXPERIENCE

Education:

Candidates must meet one of the following educational requirements:

• currently in the final year of a Bachelor’s degree; or
• currently enrolled in a Master’s degree; or
• have graduated no longer than 1 year ago from a bachelor’s or master’s degree or equivalent studies.

Field of study: Public administration, Business Administration, Social sciences, Information technology, or a related field.

Experience:

• Familiarity with the UN system in general is an asset.
• Knowledge and a proficient user of Microsoft Office productivity tools;
• Interest and experience in volunteering is a strong asset;

Language:

• Proficiency in English

Conditions

• Intern will be given monthly stipend in accordance with the provisions of the UNDP Internship policy, which applicants should become familiar with prior to signing an UNDP Internship Agreement Form. Where an intern is financially supported by an institution, government or third party, UNDP will, subject to the rules of such institution, government or third party, pay the intern the difference, if any, between the external financial support provided and the applicable UNDP Stipend.
• UNDP accepts no responsibility for the medical and life insurance of the intern or costs arising from accidents and illness incurred during an internship.
• All the expenses connected with the internship will be borne by the intern, sponsoring government or institutions.
• The purpose of the Internship Programme is not to lead to further employment within the UN System, but to complement an intern’s studies. Therefore, there should be no expectation of employment at the end of an internship.

Candidates who are shortlisted for an interview must submit prior to the interview the following documents:

• Official letter from the University confirming enrollment in a graduate-level degree programme.

Only a successful candidate will be required to submit the following documents:

• A letter from his/her university confirming current enrollment and graduation date.
• A copy of his/her school transcript or a diploma (degree certificate) in case the candidate has graduated
• A letter of recommendation from a professor.
• A Medical Certificate of Good Health.
• Proof of medical insurance including provision for medical evacuation and removal of mortal remains or life insurance.
• Copy of passport

Interns will be entitled to monthly stipend based on existing UNDP rate

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.