Administration Intern

UNOPS South East Asia Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia – 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: EAPMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Mekong, and EAPMCO Philippines.

In 2024, the UNOPS EAPMCO implemented projects worth more than USD 80 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

Southeast Asia Energy Transition Partnership

The Southeast Energy Transition Partnership (ETP), a program of the United Nations Office for Project Services (UNOPS), is a multi-stakeholder partnership dedicated to accelerate energy transition in Southeast Asia, with a focus on Indonesia, the Philippines, and Vietnam. ETP supports the transition towards modern energy systems that can simultaneously ensure economic growth, energy security, and environmental sustainability.

Functional Responsibilities

At ETP, interns join the team as equal members with substantial responsibility.

Under the direct supervision of the Senior Fund Manager, the Administrative Intern’s main role is to support the activities under the Fund Management (FM) team, particularly to undertake administrative tasks and procedures to ensure smooth functioning of ETP Secretariat. Among the tasks assigned to the intern:

• Support a wide range of administrative duties/processes, such as organizing virtual and in-person meetings and events, preparing meeting documents, compiling meeting minutes and following up on action points, etc.
• Support with procurement and recruitment tasks.
• Support travel arrangements for ETP staff, and ensure timely response, proper documentation, and payment processing.
• Support projects’ payment transaction tasks, prepare files and supporting documents, and upload onto relevant systems.
• Support the preparation and organization of ETP Steering Committee meetings, one virtually and one in-person per year.
• Collect and synthesize data and information for inclusion in ETP documents, reports, presentations, etc.
• Maintain and organize accurate records of the programme data, files, templates, and other documents on ETP shared drive.
• Follow ETP operating manuals and the FM’s guidelines to disseminate information and ensure awareness of and compliance by all staff.
• Foster effective working relationships internally with the relevant UNOPS offices and units such as MCO, PMO, SSU, Finance, IPAS, etc.
• Perform other secretarial duties, as required by the supervisor or ETP management in line with the intern’s functions.

Competencies:

• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational 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/Experience/Language requirements:

Education:

• Minimum first-level university degree (Bachelor’s or equivalent) in Public Administration, Development studies, Social Sciences, or other relevant fields.
• Must be enrolled in a university programme such as Bachelor, Master’s or Ph.D. (or the equivalent) or have graduated from such studies within three (3) years prior to the application date of the internship.

Work Experience:

• Some professional experience in the field of Administration, International Development, or any other relevant field is desirable.
• Strong computer literacy in MS Office standard programs, in particular proficient user of MS Word, PowerPoint and Excel or its equivalent Google suite applications is preferred.
• Strong interpersonal and communication skills.
• Highly organized and attention to details are desirable.
• Must be tactful, discreet, diplomatic and possess the ability to communicate with individuals at all levels of an organization.
• Flexibility and adaptability to work under pressure and able to manage multiple priorities.
• Ability to work in an international/ multicultural environment.

Language Requirements:

• Fluency in English (reading, writing and speaking) is required.

Contract type, level and duration:

• Contract type: Internship
• Contract level: Intern
• Contract duration: 6 months with a possibility of extension up to 12 months subject to organizational requirements, availability of funds and satisfactory performance

This internship is not designed to lead to a staff position with UNOPS. Therefore, there should be no expectation of employment at the end of the internship.

Interns may be eligible for a monthly stipend from UNOPS provided that they do not receive funds from other institutions. Further, UNOPS may provide a one time travel lumpsum. However, they must make their own arrangements for accommodation, travel and necessary visa arrangements.

For more details about UNOPS internships please follow this link:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Internships-and-volunteering.aspx

Additional Information :

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

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.
• 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.

Source :https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=29927#3