Admin Assistant Intern

Job Posting Organization:
UN Women was established in July 2010 by the United Nations General Assembly as part of the UN reform agenda. The organization is dedicated to promoting gender equality and empowering women globally. It combines the efforts and resources of four previously distinct parts of the UN system that focused on gender equality and women's empowerment. UN Women operates in multiple countries, working towards the elimination of discrimination against women and girls, and aims to achieve equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. The organization emphasizes diversity and inclusion, ensuring a respectful environment for all employees, regardless of their background.

Job Overview:
The Admin Assistant Intern position at UN Women is designed to provide support to the Country Office in Lilongwe, Malawi. The intern will play a crucial role in digitizing and organizing historical administrative and financial records, which is essential for improving records management and documentation accessibility. Additionally, the intern will assist in general administrative tasks during an ongoing office space reorganization. This internship offers a unique opportunity to gain practical experience in records management, office administration, and the operational processes of an international organization. The intern will work closely with the Operations Unit, contributing to the overall efficiency and effectiveness of the office's operations.

Duties and Responsibilities:
The intern will be responsible for several key tasks, including:

• Document Digitization and Records Management: Supporting the scanning and digitization of manual financial vouchers and related documents, ensuring clarity and completeness. Organizing and categorizing digital files within the document management system, and assisting in the indexing and archiving of both physical and electronic records. Identifying incomplete or missing documentation for follow-up.
• Administrative and Office Support: Providing general administrative support to the Operations Unit, including filing, document handling, and basic office coordination tasks. Assisting in the reorganization of office space by sorting, labeling, and relocating files and supplies. Supporting inventory checks and basic asset tagging.
• Compliance and Quality Assurance: Ensuring adherence to confidentiality and data protection standards when handling sensitive documents. Maintaining accuracy in document naming conventions and filing structures, and following established Standard Operating Procedures (SOPs) for records management and administrative processes.

Required Qualifications:
Candidates must possess a strong educational background, specifically in disciplines such as Business Administration, Human Resource, Procurement, Finance, Accounting, or other relevant fields. Applicants should meet one of the following criteria: be enrolled in a graduate school program, be in the final academic year of a first university degree program, have graduated within the last two years, or be enrolled in a postgraduate professional traineeship program that includes the internship as part of its requirements. Additionally, candidates should demonstrate a commitment to the values and mission of UN Women, showcasing integrity, professionalism, and respect for diversity.

Educational Background:
The educational requirements for this internship include university studies in relevant fields such as Business Administration, Human Resource Management, Procurement, Finance, Accounting, or similar disciplines. Candidates must either be currently enrolled in a graduate program, be in their final year of undergraduate studies, have graduated within the last two years, or be part of a postgraduate professional traineeship program that necessitates the internship as part of its curriculum.

Experience:
While specific prior experience is not mandatory, candidates should possess a foundational understanding of administrative processes and records management. Any previous internships or volunteer work in administrative roles, particularly within international organizations or NGOs, would be advantageous. The internship is designed for individuals seeking to gain practical experience and develop their skills in a professional setting.

Languages:
Excellent communication skills in English, both written and oral, are required for this position. Proficiency in additional languages may be considered an asset, particularly if they are relevant to the local context or the work of UN Women.

Additional Notes:
This internship is unpaid, but interns who do not receive financial support from other sources will receive a stipend from UN Women to help cover basic living costs during the internship period. The position is part-time, and interns will be expected to provide proof of enrollment in a valid health insurance plan, proof of school enrollment or degree, and a scanned copy of their passport or national ID. The application process requires candidates to submit a completed and signed P.11 form, and due to the high volume of applications, only successful candidates will be contacted. Selected candidates will undergo rigorous reference and background checks, including verification of academic credentials and employment history.