Administration Intern

Organizational Context

UNOPS operates across 40 fragile and conflict-affected countries in Africa, focusing on strategic initiatives in Climate Action, Health, Infrastructure, and Peace & Security. The Horn of Africa Multi-Country Office (HAMCO) supports Djibouti, Ethiopia, South Sudan, and Sudan, with a focus on health, agriculture, and economic development. UNOPS has been active in South Sudan since 2005, implementing critical infrastructure projects and providing procurement and operational support to enhance socio-economic conditions and resilience.

Job Purpose

The Administration Intern will provide crucial support to the UNOPS South Sudan office's administrative functions, ensuring the smooth and efficient operation of daily activities. This role involves assisting with a wide range of administrative, operational, logistical, and protocol-related requests. The intern will gain practical experience by supporting procurement processes, managing vendor payments, handling inquiries related to administrative matters, ensuring adequate office supplies, and contributing to general administrative tasks. This position is vital for maintaining operational continuity and supporting the overall effectiveness of the UNOPS office in South Sudan, offering a foundational experience in international administration.

Responsibilities

The Administration Intern will manage general office administration, including organizing meetings, booking rooms, and preparing documents. Responsibilities include compiling meeting minutes, following up on action points, and assisting with procurement and contract management. The role involves managing incoming and outgoing mail. Protocol and liaison duties include supporting travel arrangements, visa processing, and insurance registration for international staff. Records management entails organizing and digitizing files. The intern will also support accommodation and facilities management, including room allocation and maintenance coordination. Logistics and asset management duties cover inventory control, asset tagging, and fleet support, including vehicle maintenance and coordination. Financial processing support includes preparing payment files and following up on approvals. Goods receipt administration and office supplies management are also key functions, ensuring adequate stock and proper handling of deliveries. System data entry into the UNOPS ERP system is required.

Work Experience

No prior work experience is required for this internship. However, previous experience in administrative support or customer service, or related fields, would be considered an asset. This position is specifically for South Sudan Nationals.

Skills

Clerical Skills, Communication, Filing, Multitasking, Organization Skills

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