Administration Intern Full Time Internship

Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. Since 2014, the UNOPS Ethiopia Multi-country Office (EMCO) runs and coordinates the UNOPS activities in Ethiopia, as well as Sudan and Djibouti. The UNOPS EMCO team is composed of approximately 100 national and international women and men, and offers a broad range of services such as infrastructure, procurement, project management, financial and human resources management.

The internship is a learning and working opportunity that targets graduates both fresh and those already in the job market. The intern, reporting to the Administrative Associate,  will assist the Administration unit in efficiently and effectively on administration and support. The intern will be exposed to practical learning and working experiences that foster the development of his /her path. The Intern will work full time and follow the same working hours as UNOPS employees

Functional Responsibilities

Summary of Key Functions

1. Logistics and asset management support
2. Administrative and operational, coordination support
3. Support to knowledge building and knowledge sharing

Ensures provision of reliable logistics and asset management support, namely:

• Participate in appropriate maintenance and safe and secure storage of all office equipment and property.
• Assist in preparing accurate inventory lists and adequate property records for the office as well as for projects.
• Support timely preparation and submission of periodic inventory reports; coordination of physical verification of inventory items.
• Careful monitoring of the movement of equipment into and within the area of responsibility.
• Implementation of equipment management and accounting system for all equipment and properties managed by the office, in accordance with UNOPS equipment policy.
• Administering the receipt of goods and equipment for the office, inspection and report preparation.
• Coordination of transportation services, regular vehicle maintenance and insurance. Checking and certifying of vehicle daily log and fuel consumption, update and maintenance of vehicle history report.
• Coordinate with car rental companies to provide vehicles for projects in a timely manner. Follow up with suppliers to provide log sheets, invoices and supporting documents to facilitate the payment..

Provides administrative support to portfolio managers/associates and clients, focusing on achievement of the following results:

• Participate in the administration and monitoring of all budgetary, financial, procurement and routine administration of service delivery; in close collaboration with the supervisor.
• Assist in checking documents for accuracy and compliance with UNOPS format and style
• Coordination of travel arrangements. Preparation of Travel Authorizations and other travel-related expenses. Provide information on air services, rates and travel schedules for specific itineraries to the traveler. Processing of travel claims.
• Assist in the maintenance of files records (hardcopy and online) of all operational and financial documents for easy reference and retrieval; document management, including file closures, archiving.
• Support with protocol matters
• Organization of workshops, conferences, retreats.
• Assist in preparation of briefing materials as required for mission travel and/or discussion on project activities and status.
• Interaction with colleagues, clients and partners to exchange information on administrative issues and seek co-operation.  Assist in resolution of routine administrative and process problems, referring complex issues to a supervisor with recommendations for a course of action.
• Organization of procurement processes including collect quotations, register suppliers in UNGM, fill Supplier profile and preparation of Note for Shopping for requested office goods and services.
• Coordination of administrative surveys for the organization of common services.
• In the absence of the admin team member, follows up on urgent tasks and issues on behalf, ensuring that relevant duties and responsibilities are completed without delay
• Use of a monitoring system to track the status of submitted and pending requests, ensuring that tasks relating to units work and mandate are completed in a timely manner.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the training events for the programme, operations and projects personnel on administrative procedures
• Assists the conduct of Support Services Team Meetings in UNOPS Ethiopia Office, and prepares presentation, minutes and status reports for review and finalization.
• Input and update accurate data and information to facilitate project activities, and to institutionalize and disseminate knowledge.
• Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients.

Impact of Results

The key results directly affect the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.