National Internship - Administrative Assistant
Organizational Context
UNICEF works in some of the world’s toughest places, reaching the most disadvantaged children to save their lives, defend their rights, and help them fulfill their potential. Operating across 190 countries, UNICEF is dedicated to building a better world for every child, everywhere, every day. UNICEF has been active in Cambodia since 1952, with its country office established in Phnom Penh in 1973.
Job Purpose
The Administrative Assistant intern will support the respective section by executing a variety of routine and specialized administrative tasks under the supervision of a designated supervisor. This role requires a thorough understanding of UNICEF's administrative procedures, processes, and policies. The intern will provide essential travel assistance to staff members, managing arrangements and entitlements in compliance with organizational rules. This includes drafting official documents for visa applications, diplomatic IDs, and eUNLP, and liaising with external partners and the UNICEF Travel Unit. Additionally, the intern will assist with protocol support for VIP visits, brief staff on administrative matters, and maintain accurate travel records in the organization's system. The position also involves supporting event logistics, including making arrangements for capacity development activities and conferences, coordinating with facilitators, caterers, and participants, and preparing necessary background materials.
Responsibilities
The Administrative Assistant intern will be responsible for providing comprehensive travel assistance to staff members, ensuring all arrangements and entitlements align with UNICEF's rules and policies. This includes liaising with travel focal points to secure optimal services and pricing. The intern will draft official correspondence for travel documents such as visa requests, diplomatic ID cards, and eUNLP applications, submitting them to relevant authorities and the UNICEF Travel Unit. Protocol support for VIP and delegation visits, including arrangements for lounge access, visas, accommodation, and transportation, will also be a key responsibility. The intern will brief and de-brief staff on administrative procedures related to travel, visas, security clearances, and documentation. Maintaining accurate travel records in the organization's system, verifying data, and assisting in the preparation of travel budgets and budgetary control records are also crucial. Furthermore, the intern will monitor travel certifications and report findings. In terms of event and logistics support, the intern will arrange logistical aspects for capacity development activities and conferences, engaging with facilitators, caterers, and hosts. This includes coordinating schedules with participants and liaising with budget focal points regarding costs and needs. The intern will also prepare and upload cleared background materials for events onto the intranet and maintain agendas for meetings and events related to the work group's commitments. The intern will carry out other assignments as requested by the supervisor.
Work Experience
No specific work experience is required for this internship. However, strong knowledge of Microsoft Office is a basic requirement. Candidates should possess good communication and analytical skills, be well-organized with attention to detail and deadlines, and demonstrate a strong commitment to UNICEF's mission and values.
Skills
Microsoft Office Suite Proficiency, Travel Arrangement Support, Logistical Support for Events, Drafting Official Correspondence, Record Keeping and Data Entry, Budget Monitoring (Travel Costs), Communication Skills, Analytical Skills, Organizational Skills, Attention to Detail, Time Management, Commitment to UNICEF Mission