Operations dept Internship  

Background

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.

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

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

Required Skills and Experience

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;

Required Skills and Experience

Computer proficiency: MS Office

Eligibility and skills

Eligibility:

Applicants to the UNDP internship programme must at the time of application meet one of the following requirements:

 (a) Be enrolled in a postgraduate degree programme (such as a master’s programme, or higher);

(b) Be enrolled in the final academic year of a first university degree programme (such as bachelor’s degree or equivalent);

(c) Have recently graduated with a university degree (as defined in (a) and (b) above) and, if selected, must start the internship within one-year of graduation;

(d) Be enrolled in a postgraduate professional traineeship program and undertake the internship as part of this program.

Language:

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

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