Internship to Support the Operations Team in Djibouti

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Development Programme (UNDP) Office in Djibouti has positions for qualified interns for a period of 6 months, starting mid-April 2024 and later during the year.

UNDP partners with national governments and people at all levels of society to help build nations that can withstand crises, and drive and sustain the kind of growth that improves the quality of life for everyone. Active in more than 170 countries and territories, UNDP offers a global perspective and local insight to help empower lives and build resilient nations. UNDP helps countries to build and share development solutions in the following four main areas:

1. Inclusive Livelihood and Resilience;

2. Democratic Governance;

3. Crisis Prevention and Recovery;

4. Environment and Energy for Sustainable Development.

In all its work, UNDP works to ensure the protection of human rights and the empowerment of women, youth, minorities and the poorest and most vulnerable.

The objectives of the UNDP in Djibouti derive mainly from the Country Program Action Plan (PAPP), and contributions to the strategic results of the United Nations Development Assistance Framework (UNDAF).

The main objective of the country program is to accelerate the achievement of the sustainable development goals. It tackles the interrelated challenges of development, humanitarian assistance and resilience and seeks to reduce poverty, gender inequalities, geographic inequalities and exclusion.

It promotes environmental sustainability and resilience through integrated strategies. It supports the most vulnerable and strengthens national institutional capacities for inclusive growth, poverty reduction, prevention of violent extremism and strengthening social cohesion.

Objective of the Internship

• Enhance the educational experience of graduate students through practical and guided hands-on exposure and involvement in UNDP’s operations and development projects support in Djibouti;
• Provide graduate students with an exposure to the working environment of a multilateral organization and a better understanding of UNDP Djibouti’s goals and activities.

Duties and Responsibilities

Functions/Duties and Output Expectations

Under the supervision of the Operations Manager, the intern supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The intern will learn client, quality and results-oriented approach.

The Intern works in close collaboration with the programme and projects staff, UN Agencies and the Operations team to ensure consistent service delivery.

The interns are expected to support in undertaking the following specific tasks:

Provide general administrative and logistical support to the Office in accordance with UNDP rules, regulations, policies, and strategies

• Arrange travel and hotel reservations for both international and in country travels, process requests for visas, identity cards and other documents, collect information for DSA, as required;
• Provide administrative support to conferences, workshops and retreats for UNDP and other non-resident UN agencies;
• Maintain proper filing system and ensuring safekeeping of documentation.
• Provide administrative support to procurement and assets management
• Monitor and maintain office stationery supplies and telephone cards including maintenance of stock list of stationery and telephone cards, distribution and keeping a log of distribution, as required;
• Support to organization of procurement processes including preparation of RFQs, and RFPs documents, seeking quotations for micro-purchasing and their preliminary evaluation, and filing.

Provide administrative support to the implementation of Human Resources services

• Requests and follow up for recruitments and other HR services via UNall portal working closely with the Operations lead;
• Update the UN/UNDP orientation documentation and follow up with orientation package for newcomers
• Compilation and filing of HR documentation.

Provide administrative support with the implementation of common services activities

• Prepare invoices for agencies working closely with the Operations lead for common premises and services at Mezz tower
• Follow up implementation of Operations Management team (OMT) recommendations
• Develop feedback mechanism for services provided by the building management

Competencies

1. Excellent organizational, time management and strong interpersonal skills;
2. Ability to multi-task, to work flexibly and meet tight deadlines;
3. Attention to details and proven ability to work independently and effectively with minimum supervision;
4. Networking skills to engage with key internal and external partners;

Professionalism:

• Demonstrated problem-solving skills and judgment in applying technical expertise to resolve a wide range of complex issues/problems;
• Ability to negotiate and to influence others to reach agreement;
• Ability to work under pressure;
• Shows pride in work and in achievement;
• Demonstrates professional competence and mastery of subject matter, especially governance and peacebuilding;
• Is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
• Is motivated by professional rather than personal concerns;
• Shows persistence when faced with difficult problems or challenges;
• Remains calm in stressful situations;
• Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work;
• Takes responsibility for incorporating the perspective of youth and ensuring the equal participation of young people as in all areas of work.

Communication:

• Speaks and writes clearly, concisely and effectively;
• Listens to others, correctly interprets messages from others and responds appropriately;
• Asks questions to clarify, and exhibits interest in having two-way communication;
• Tailors language, tone, style and format to match audience;
• Demonstrates openness in sharing information and keeping people informed.

Teamwork:

• Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise;
• Is willing to learn from others; places team agenda before personal agenda;
• Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;
• Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing:

• Develops clear goals that are consistent with agreed strategies;
• Identifies priority activities and assignments; adjusts priorities as required;
• Allocates appropriate amount of time and resource for completing work;
• Foresees risks and allows for contingencies when planning;
• Monitors and adjusts plans and actions as necessary;
• Uses time efficiently.

Accountability:

• Takes ownership of all responsibilities and honor commitments;
• Delivers outputs for which one has responsibility within prescribed time, cost and quality standards;
• Operates in compliance with organizational regulations and rules;
• Supports subordinates, provide oversight and take responsibility for delegated assignments;
• Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Creativity:

• Actively seeks to improve program or services;
• Offers new and different options to solve problems or meet client needs;
• Promotes and persuades others to consider new ideas;
• Takes calculated risks on new and unusual ideas;
• Thinks “outside the box”;
• Takes an interest in new ideas and new ways of doing things;
• Not bound by current thinking or traditional approaches.

Technological Awareness:

• Keeps abreast of available technology;
• Understands applicability and limitation of technology to the work of the office;
• Actively seeks to apply technology to appropriate tasks;
• Shows willingness to learn new technology.

Required Skills and Experience

Computer proficiency: MS Office

Education:

Applicants to the internship programme must at the time of application meet one of the following requirements under Public Administration or other relevant subjects is required.

• 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 master’s degree or equivalent studies

Experience:

• Demonstrated ability to work well both independently and within a multicultural team;
• Good command of information and communication technology;

Language:

Fluency in written and spoken French. Fluency in English desirable.

Stipend

• Where an intern is not financially supported by any institution or programme, such as a university, government, foundation or scholarship programme, a stipend intended to help cover basic daily expenses related to the internship, such as meals and transportation at the duty station, must be paid by the receiving office.
• The monthly amount of the stipend will be determined for each duty station based on the stipend rates published yearly by the OHR Policy and Compensation Unit. The stipend will be paid on a monthly basis and part-time internship arrangements are prorated accordingly.
• 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.
• No other payments of any kind will be made to an intern by the office in connection with an internship agreement.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: 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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

______________________________________________________________________

Important Application Information:
Please submit your application only via the official website of the hiring organization or by using the “Apply” button on CinfoPoste, which will redirect you to the organization’s application site. Applications submitted through other job portals will not be forwarded to the respective organization and will not be considered. To ensure your application reaches the right destination, always follow the official application process as indicated in the job posting.

How cinfo Can Support You in the Application Process for This Position

• Application and Interview Preparation: Whether you’re preparing your application documents or getting ready for an interview, you can book a Job Application Support session to receive tailored guidance.
• For Swiss nationals invited to the first round of the selection process (e.g., written test, interview, assessment center): Notify us at recruitment@cinfo.ch, and we will inform our HR partners in the respective organization and the Swiss Government to help increase your visibility.

______________________________________________________________________