Location : Jakarta, INDONESIA
Application Deadline : 27-May-11
Type of Contract : Internship
Post Level : Intern
Languages Required : English
Duration of Initial Contract : minimum six weeks
Expected Duration of Assignment : maximum 6 months
Background
UNDP Office has organised internship programme to provide a framework by which students from diverse academic backgrounds may be assigned to UNDP offices, where their educational experience can be enhanced through practical work assignments as well providing an opportunity to make substantive contributions to an office’s work. The current internship will provide opportunity for student to learn some aspects of admin- operations.
Tasks
The intern will provide clerical and support to admin staff and works in close collaboration with the operations, programme and projects’ staff on admin-related issues and information exchange.
Duties and Responsibilities
Summary of key responsibilities:
Provision of support to the admin processes
Admin filing management system
The intern will undertake the following tasks in various areas :
1. Provision of Support to the admin processes in areas :
Travel and Visa Section
Support to admin staff in maintaining database of clients, and liaise with clients on document delivery.
Support to the preparation documentation of admin processes in pursuing any travel and visa related issues including preparation of UNLP extension, visa/GAF obtainment, PP 19/Duty Free facility, reviewing supporting documents for Purchase Order preparation
Registry and Vehicle Management
Support to admin staff in maintaining database of clients and vendors; and liaise with clients on document delivery
Support in incoming/outgoing fax/letters/pouch registration
Support in document preparation for vendor payments: telecommunication, internet, courier services, magazines and others.
Support in up-dating vehicle management data base
Tax Exemption and Contract Management
Support to admin staff in preparation of tax exemption/restitution application
Support in maintaining contract administration database for Country Office and projects office premises; and other contracts with admin service providers
Asset Management
Support to admin staff in updating Country Office asset master list
Support in receiving/inspecting/registering/tagging new assets
Support in asset physical verification exercise
Support to admin staff in asset disposal (transfer/donation/sale/auction) preparation
2. Admin Filing Management system
Provide support in managing admin filling system
Tracking and updating data on admin e-sharing document
Outputs
Effective Implementation of admin business process in line with prevailing rules and regulations
Effective support in admin letter administration and updated database clients and vendors both in hard copy and e- filling
Competencies
Corporate Competencies:
Demonstrate commitment to UNDP mission, vision and values
Display cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
Knowledge Management and Learning
Ability to share knowledge and experiences and to provide advice to colleagues
Willing to learn new knowledge
Development and Operational Effectiveness
Ability to provide moderate finance and accounting process
Ability to perform work of confidential nature and handle a large volume of work
Leadership and Self-Management
Focus on result for the client and respond positively to feedback
Consistently approach work with energy and positive attitude
Demonstrate openness to change and ability to manage complexity
Required Skills and Experience
Qualifications
The following minimum qualifications are required:
Enrolment in a bachelor degree programme in business administration, or other related field. Not have graduated prior to the beginning of the internship.
Knowledge of - or proven interest in the area of management and logistic
Proficiency in English .
Computer literate in standard software applications;
Demonstrate keen interest in the work of the UN, and of UNDP in particular, and have a personal commitment to UNDP's Statement of Purpose and to the ideals of the UN Charter;
Demonstrate the ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views
An interest in global mobility; adaptability to varied physical and other environments; a desire to work with and gain the confidence and respect of people with different language, national and cultural backgrounds.
Financial Issues
Interns are not financially remunerated by UNDP.
All costs connected with an intern's participation in the Programme must be borne by the students or the nominating institutions as appropriate.
Please visit and submit the applicaation online through http://www.undp.or.id/internships/
STS No: S11050081
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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