Administration Intern, Multiple positions

1. Logistics and asset management support

2. Administrative and operational coordination support

3. Support to knowledge building and knowledge sharing

Ensures provision of reliable logistics and asset management support, namely:

• Participate in appropriate maintenance and safe and secure office equipment and property storage.

• Assist and propose new ways in preparing accurate inventory lists and adequate property records for the office and project.

• Support timely preparation and submission of periodic inventory reports; coordinate physical verification of inventory items.

• Support and propose new ways to carefully monitor the movement of equipment into and within the area of responsibility.

• Participate   in the implementation of an equipment management and accounting system for all equipment of the office per UNOPS equipment policy.

• Support in administering the receipt of goods and equipment for the office, inspection, and report preparation.  

• Coordinate with car rental companies to provide vehicles for projects in a timely manner. Follow up with suppliers to provide log sheets, invoices and supporting documents to facilitate the payment.. 

Administrative support, focusing on the performance and improvement of the following functions:

• Support in coordination of travel arrangements, preparation of travel authorizations, when needed and record of  travel related expenses, while contributing to process improvement.

• Provision of information to the relevant administrative personnel, in relation to air services, rates and travel schedules for specific itineraries, and help track and process travel claims.

• Provision of reviews and recommendations aimed at checking documents for accuracy and compliance with UNOPS format, style and policy, and creating and maintaining a relevant repository of these documents

• Maintenance of files records (hardcopy and online) of all operational and financial documents  for easy reference and retrieval; document management, including file closures, archiving.

• Innovating and streamlining the organization of workshops, conferences, retreats.

• Interaction with colleagues, clients and partners to exchange information on administrative issues and seek co-operation. Assist in resolution of routine administrative and process problems, referring complex issues to the supervisor with recommendations for course of action.

• Participate in procurement processes including collect quotations, register suppliers in UNGM and fill supplier profiles. Coordination of administrative surveys for the organization of common services.

• Propose and use of a monitoring system to track the status of submitted and pending requests, ensuring that tasks relating to unit work and mandate are completed in a timely manner.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the training events for the program, operations, and project personnel on administrative procedures 

• Participates in the Support Services Team Meetings in the UNOPS Kassala  Office and prepares innovative presentations, minutes, and status reports for review and finalization.

• Input and update of accurate data and information to facilitate project activities and to institutionalize and disseminate knowledge.

• Use technology, electronic systems, and tools to initiate work and share information with colleagues and clients.

Training opportunities for the  Administration Intern

The incumbent will have access to the UNOPS Learning Zone and other relevant trainings related to the role.