Administrative,
Finance & Procurement/Grants Functions:
Assist in the p...
Administrative,
Finance & Procurement/Grants Functions:
- Assist in the provision
of routine administrative support on the proper day-to-day functioning of the
Operations Unit of VIEMCO/WEC.
- Help ensure the
effective capturing, tracking, organization and sharing of information, promoting
business continuity.
- Creating and helping
manage transactions in UNOPS ERP system to support project implementation, and
other VIEMCO/WEC operations, including Purchase Orders and Request for Payments,
and draft, review and process travel authorization (TA) and expenses claim
(TEC) forms.
- Assist with
drafting reports on operational activities, and conducting financial data
analyses for reporting to management.
- Support procurement
and grants processes, as directed by Support Services Associate and Head of
Support Services, including preparation of procurement and payment
documentation, ensuring compliance with UNOPS rules and regulations
- Familiarize
himself/herself with the e-sourcing system and facilitate processes to acquire
goods and services required by VIEMCO/WEC and its projects.
- Assist with
processes related to management of contracts and contract administration, and support
with contact database and filing system management and update.
Logistics
and Travel Services:
- Assist with the preparation
and organization of small, medium and large events, briefings, video/audio
conference calls and webinars, and follow up with respective service providers
on various logistics elements, as required.
- Assist with the
administration of travels for personnel and other meeting participants,
including managing travel bookings, preparing invitation letters and
registration forms, as well as logistics notes.
- Coordinate travel
schedules of UNOPS officials and meeting/event participants, and provide them
with logistics support, including to facilitate visa applications.
- Draft, review and
help process Travel authorizations (TA), ensuring that calculation and payment of
daily subsistence allowance (DSA) and terminal expenses complies with UNOPS
rules and regulations.
- Facilitate
preparation and organization of workshops, and communicate with different
stakeholders, as relevant.
Assist
and support projects requiring additional / ad-hoc admin and logistics assistance.
Perform
additional duties as assigned by the supervisor and management.
Training components and learning elements
The Intern will be provided with the following training components and learning elements:
The intern will be part of a dynamic team and will be learning on the job on a daily basis. Dedicated time will be allocated by the supervisor for understanding the functioning of UNOPS and the UN development context in general.
Training in ERP system OneUNOPS, finance and procurement procedures will be provided through hands-on daily tasks.
The intern will be able to participate in other trainings offered by UNOPS. Specifics of training and development will be discussed with the intern upon arrival. No official travel is foreseen for the internships.
At the end of the internship period, the incumbent will have learnt the basis to work as an Support Services Assistant. In addition, the intern will gain sound understanding of UNOPS regulations and processes related to finance, procurement, and travel. Finally, the intern will acquire global overview of working with a multi stakeholder programme involving UN (UNOPS/UNDP, UNEP and different donors, programme team).