Pasantia Servicios Generales -Administrativo

Organizational Context

The UNDP is a development organization operating in 170 countries, focused on generating solutions for countries to achieve their development goals and SDGs. In Mexico, UNDP has collaborated for over 50 years, working with all sectors to address environmental, economic, and social crises, promoting sustained growth. The General Services Unit supports the country office's sustainable development agenda through continuous improvement and robust resource management.

Job Purpose

The purpose of this General Services Administrative Internship is to provide essential administrative support to the UNDP Mexico Country Office, specifically within the Travel Unit and broader General Services. The intern will contribute to the efficient and compliant operation of administrative processes, ensuring robust resource management and accountability. This involves assisting with travel management, including acquisition processes, providing staff information, and managing bookings. The role also supports general administrative requirements, micro-purchases, payment requests, and adherence to UN and UNDP policies. Furthermore, the intern will aid in the proper management of supplies and assets, preparing inventory reports, and reconciling invoices for services. This internship is crucial for enhancing the continuous improvement of the Country Office's operations, directly supporting its sustainable development agenda through effective administrative functions and informed decision-making.

Responsibilities

The intern will provide comprehensive administrative support across several key areas to ensure efficient operations and compliance. Travel Unit Support: This includes assisting in the organization of acquisition processes related to travel, providing staff with essential information regarding travel rights, itineraries, and hotel reservations. The role also involves collaborating in the collection, organization, and analysis of relevant data to deliver optimal service to various units, and supporting the management of requests and follow-up on internal administrative procedures, offering assistance to different areas as required. General Services Assistance: Responsibilities extend to aiding in fulfilling the specific requirements of the general services area, supporting the accurate completion of necessary formats for micro-purchases and payment requests. The intern will also assist in various administrative activities, ensuring strict adherence to the rules, regulations, internal policies, and strategies established by the United Nations and UNDP. Supply and Asset Management: The intern will contribute to the proper management of organizational supplies and assets. This involves assisting in the preparation of all necessary inventory reports and providing crucial support in reconciling invoices and recovering costs within the system for travel services and other types of services provided by UNDP to other agencies.

Work Experience

Required experience includes proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Desirable experience includes knowledge of Power BI, travel and expense reports, purchase orders, databases, and familiarity with ERP or GRP systems.

Skills

Required skills include: * Teamwork and multitasking * Assertive communication * Intermediate English proficiency * Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) * Ability to ensure high-quality work and meet deadlines * Critical evaluation and reliable information interpretation * Understanding of personal and team roles/objectives Desirable skills include: * Knowledge of Power BI, travel/expense reports, purchase orders, databases, and ERP/GRP systems.

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