Administrative Intern

Tags: internship finance English Environment
  • Added Date: Monday, 16 October 2023
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Hardship Level (not applicable for home-based)H (no hardship)

Family Type (not applicable for home-based)

Family

Staff Member / Affiliate TypeInternship

Target Start Date2024-01-15

Job Posting End DateOctober 31, 2023

Terms of ReferenceTerms of Reference for Administrative Intern

UNHCR, the UN Refugee Agency, New York Office (NYO) at United Nations Headquarters (UNHQ) is offering full-time internship positions to qualified candidates who meet competitive criteria.

Established in December 1950, UNHCR is a global organization dedicated to saving lives, protecting rights, and building a better future for refugees, forcibly displaced communities, and stateless people. Every year, millions of men, women, and children are forced to flee their homes to escape conflict and persecution. UNHCR works in over 130 countries, using its expertise to protect and care for millions.

Title: Administrative Intern
Duty Station: New York, USA
Expected start date: 15 January 2024
Duration: 9 months
Contract Type: Internship, full-time basis

Operational Context

NYO represents UNHCR in New York-based UN processes and functions as a liaison working closely with UNHCR's Headquarters, regional bureaus, and country operations, along with UN Headquarters (UNHQ), including the UN Departments of the Secretariat, UN agencies, funds, and programs, the General Assembly and its Main Committees, the Security Council, and the Economic and Social Council. NYO also works with Permanent Missions of UN Member States (MS), non-governmental organizations (NGOs), and international and other civil society organizations.

NYO engages in advocacy and partnership to ensure that UNHCR’s mandate and positions are promoted with key (UN, MS, and other) stakeholders in New York. Matters of central concern to UNHCR are high on the agenda of the United Nations and are also of prominent concern to MS, civil society, and the media. UNHCR is appreciated as the agency with operational and policy expertise on refugee, displacement, and statelessness matters.

With increasing numbers of refugees and internally displaced persons, the Security Council is often engaged with matters of central importance to UNHCR and the High Commissioner regularly addresses the Security Council. These matters often engage the Department of Peace Operations as well as the Department of Political and Peacebuilding Affairs, whose leadership role in integrated and mission settings coincides with some of the largest UNHCR operations globally.

Additionally, NYO is frequently called upon to brief and partner with civil society, including academic institutions, regarding refugees and stateless persons. Moreover, NYO is increasingly the port of call for global media based in New York on issues pertaining to UNHCR's global programs and persons of concern.

The Administrative Unit of the New York office supports these activities by taking care of all back-office functions, namely general administrative/clerical support, finance, human resources, ICT, procurement, security and travel. An internship with the Administrative Unit will give the intern an opportunity to learn about how UNHCR functions and manages itself as an organization, the various rules and procedures that are in place for this purpose, and how the organization realizes its objectives in an accountable and efficient manner. The intern will have opportunities to engage in these tasks that will introduce them to behind-the-scenes of UNHCR, as well as to learn about the activities of the organization as a whole and work with staff across the units. The position will require physical presence in the office; hence it is necessary that one resides within commuting distance.

Responsibilities

• Assist in planning, coordinating, and carrying out events organized by NYO.
• Purchase supplies, equipment in line with office procedures – obtaining quotations from suppliers.
• Assist in maintaining files and databases for Microsoft Teams and Share Point.
• Reorganize information into a user-friendly format for various purposes.
• Update various staff lists/ briefing notes.
• Manage and maintain office equipment.
• Disposal of office supplies/equipment.
• Office storage management.
• Filing of documents both electronically and physically.
• Assist in evaluating and visualizing large functions as may be required.
• Performs other general administrative functions as may be required.
Training components and learning elements

The intern will complete the following obligatory on-line training courses:
1. Basic Security in the field (BSAFE)
2. UN Course on Prevention of Harassment, Sexual Harassment and Abuse of Authority
3. Protection Induction Programme (PIP)
4. Preventing Sexual Exploitation and Abuse
5. ICT Information Security Awareness Advanced Training (InfoSec)
6. Fundamental of Fraud and Corruption Awareness

The intern will have weekly meetings with his/her supervisor to reflect on experiences, questions, workload, and learning opportunities.

Authorities

Participate in:
• New York office weekly all staff meetings
• Weekly meetings with the supervisor
• Meetings with external partners, as necessary
• Refer inquiries encountered to relevant UNHCR staff members.

Minimum qualifications required
• Be either a recent graduate (having completed their studies within two years of applying) or a current student in a graduate/undergraduate school program from a university or higher education facility accredited by UNESCO; and
• Have completed at least two years of undergraduate studies in a field relevant or of interest to the work of UNHCR.
• An individual whose father, mother, son, daughter, brother, or sister is a staff member of UNHCR, including a Temporary Appointment holder or a member of the Affiliate Workforce, is not eligible for an internship.

Desired candidate profile

• Degree in Office Management, Business Administration, or related field.
• Demonstrated keep interested in the work of the United Nations High Commissioner for Refugees.
• Demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs.
• Fluency in English with excellent written and oral communication skills;
• Attention to details and strong planning skills.
• Proficiency in PowerPoint, Microsoft Word, Excel, and Teams.

Financial allowance, visa, and medical insurance
• Interns who do not receive financial support from an outside party will receive an allowance in the amount of 1,755.13 USD/month to support costs related to food and local transportation.
• If an intern receives financial support from an outside party, UNHCR will need to sign Memorandum of Understanding with the concerned party (e.g. sponsoring educational institution). In this case, no payments will be paid by UNHCR towards food and local transportation. In the event that the amount of the financial support is less than 1, 755.13 USD/month, the difference will be paid by UNHCR.
• Interns should be ready to cover their own travel to the duty station as well as any additional costs above and beyond any allowance they may receive from UNHCR.
• A G-4 visa is required for interns who are not US citizens or lawful permanent residents. If already in the United States of America on another non-immigrant visa status other than G-4, selected intern will be responsible to convert his/her visa status to G-4.
• Before the start of an internship with UNHCR, candidates are responsible for arranging medical insurance and for providing proof to UNHCR of valid medical insurance and for providing proof to UNHCR of valid medical insurance covering the period of internship.
• UNHCR accepts no responsibility for any costs connected to medical insurance of interns, nor does the organization cover the costs for medical evacuation of interns.

UNHCR is an equal opportunity employer and does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training, or any other fees).UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.

The UNHCR workforce consists of many diverse nationalities, cultures, languages, and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, color, sex, national origin, age, religion, disability, sexual orientation, and gender identity.

UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, traveling, processing, or training.

We welcome applications from candidates with a refugee or stateless background.

Standard Job Description

Required Languages

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📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

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Desired Languages

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Additional Qualifications

Skills

Education

Certifications

Work Experience

Other informationThis position doesn't require a functional clearance

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