Intern - Administration I at United Nations Environment Programme (UNEP)

Interns work five days per week (35 hours) under the supervision of a staff member in the department or office to which they are assigned.

Responsibilities

Under the direct supervision of the Financial Management Officer – Finance and Administration Unit the intern will be trained and given an opportunity to learn and assist in the handling of Africa Office finance and administrative duties which broadly include:

Administration

• Assists to coordinate various activities related to the acquisition of goods and services for the office,
• Prepares, processes, and follows up on administrative arrangements related to the consultants and individual contractors
• Management of Africa Office meeting room
• Maintains up-to-date work unit files on Teams Folder
• Ensure correct tracking of all Africa Office equipment and fixed assets in a timely manner, and ensure all relevant equipment is covered by the relevant insurance policy.
• Maintains, on an ongoing basis, the list of intangible property, including active subscriptions and licenses, landline extensions, ensuring timely renewal or
• deactivation.
• Issuance and recording of office stationery

Finance and Budget

Support Fund management of the Africa Office Programme of Work (POW) budget in particular:

• Assist to prepare project budgets consumption reports.
• Assist in creation and posting of expenditure reports in Umoja.
• Support in project revisions.
• Support the maintenance and update of UNEP’s legal instruments database.
• Support in payment processing against project legal instruments.
• Assist review of Implementing partner reports.
• Assist in tracking of vendor and donor invoices.
• Assist in filing, maintenance and update of shared drive folders
• Assist in initiating and tracking expenditure adjustments.
• Any other duties as assigned may be assigned by the Supervisor

Competencies

• Communication: Speaks and writes clearly 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 the 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 and 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 resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Education

Applicants must at the time of application meet one of the following requirements:

• Be enrolled in a graduate school programme (second university degree or equivalent, or higher);
• Be enrolled in the final academic year of a first university degree program (minimum Bachelor's level or equivalent);
• Have graduated with a university degree and, if selected, must commence the internship within a one-year period of graduation.
• Be computer literate in standard software applications.