United Nations Development Programme (UNDP)

Intern (Administrative Assistant)

United Nations Development Programme (UNDP)

Job Description

  The UNDP internship program offers a unique opportunity for graduate-level students to acquire direct exposure and deepen their knowledge and understanding of UNDP's work, institutional principles, policies and procedures, gain development work experience to complement their academic activity with practical experience and possibly inspire them on future career paths. The high level of vulnerability conditions combined with the climate variability that is characterized with periods of lack or excess of rain, result in an almost permanent disaster situation, or a cycle of droughts and floods episodes, in the Southern Region of Angola. Climate change is also exacerbating this chronic situation of disaster risk. The Overall Objective of the EU-financed FRESAN Programme 2018-2022 is to “contribute to the reduction of hunger, poverty and vulnerability to food and nutrition insecurity in the provinces of Angola most affected by climate change, namely Cunene, Huila and Namibe.” Organizational Context: This UNDP Project for a period of 48 months from 2019 to 2023 will contribute to FRESAN’s Result 3.3. Disaster Risk Management (DRM) strategy and inter-institutional coordination mechanisms are implemented by the competent authorities. The Project aims to deliver on two Outputs at national and decentralized levels in the target provinces of Cunene, Huila and Namibe: 3.3.1 Promote the establishment and strengthen inter-institutional multi-level mechanisms for DRM; and 3.3.2 Develop and implement a risk information system and early warning system for DRM. To help the UNDP FRESAN Project team to deliver on the planned targets, UNDP Angola is recruiting an intern in the project’s administrative services department.
Duties and Responsibilities
Support efficient and effective performance of the UNDP FRESAN project team through:
  • Research and information gathering, analysis and management;
  • Communication with partners and stakeholders;
  • Planning and organization of activities and events;
  • Follow up on administrative processes with other UNDP Units;
  • Administrative support to Project Manager in meetings with partners;
  • Administrative support to Project Manager in public engagements;
  • Fulfill other relevant tasks assigned by supervisor and team members;
Under the supervision of the Project Manager, and in collaboration with other UNDP FRESAN team members, the Intern will perform the following tasks: Help ensure the completion of the Project filing systems:
  • Support the design of the Project filing structure (paper-based and electronic);
  • Help set up a workflow for the management of project correspondence (letters, reports, invoices etc.);
  • Help ensure that the said workflow and filing structures are used and complied with;
  • Help gather, organize and archive critical project 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 UNDP FRESAN events:
  • Support the planning and execution of event logistics such as budgets, invitation letters, liaison with Program Associate and Finance team on procurement and payment-related processes (venue, stationery, participants‘ travel and per diems);
  • Liaison with the Communications team for media coverage.
Support the Project Manager and UNDP FRESAN staff in their functions:
  • Help manage the Manager’s and UNDP FRESAN staff agenda and overall planning;
  • Help manage correspondence addressed to the Manager;
  • Help organize Manager’s filing system;
Competencies
Required core competencies:
  • Demonstrating/safeguarding ethics and integrity;
  • Demonstrate corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Acting as a team player and facilitating teamwork;
  • Facilitating and encouraging open communication in the team;
  • Communicating effectively;
  • Creating synergies through self-control;
  • Managing conflict;
  • Ability to work under stress and in challenging field conditions;
  • Ability to draft and write reports;
  • Computer literacy;
  • 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;
Required Skills and Experience
Education: Applicants to the UNDP internship programme must at the time of application meet one of the following requirements:
  • 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 Accounting, Political Science, Economics, Development Studies, Business or Public Administration.
  • Be enrolled in a graduate school programme: second university degree, equivalent or higher;
  • Be enrolled in the final academic year of a first university degree programme or equivalent;
  • Have graduated with a university degree (as defined in the two cases above) and, if selected, must start the internship within one-year of graduation;
Experience:  
  • No experience required.
Language Requirements:
  • Good working knowledge of English, both written and verbal;
  • Fluency in Portuguese, both written and verbal;
Conditions of internship:
  • UNDP internship programme provide a monthly stipend when the intern is not supported by any institution or programme.
  • UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship.
  • All the expenses connected with the internship will be borne by the intern, sponsoring government or institutions;
  • The intern must provide proof of enrollment in health insurance plan;
  • UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship;
  • 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.
Selected candidates must submit the following documents:
  • Letter of intent/motivation;
  • Letter confirming University enrolment or copy of completed university degree.
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