INTERN - ADMINISTRATION [Temporary]

  • Added Date: Wednesday, 14 August 2019
  • Deadline Date: Thursday, 12 September 2019

Similar jobs

INTERN - ADMINISTRATION [Temporary]
Organization: UN Office of Administration of Justice
Added: Thursday, 09 January 2020
Deadline: Wednesday, 22 January 2020
Intern - Administration [Temporary]
Organization: UN Department of Operational Support
Added: Tuesday, 07 January 2020
Deadline: Friday, 06 March 2020
INTERN - ADMINISTRATION [Temporary]
Organization: UN Department of Management Strategy, Policy and Compliance Office of the Under-Secretary-General
Added: Thursday, 22 August 2019
Deadline: Monday, 17 February 2020

Org. Setting and Reporting

These positions (2 posts) are located in the Administrative Section of ECLAC Mexico. The selected intern will report to the Supervisor of the respective Unit (Human Resources and Procurement).
The United Nations Economic Commission for Latin America and the Caribbean (ECLAC) was established in 1948 to encourage economic cooperation among its member states. It is one of five regional commissions under the administrative direction of United Nations headquarters. ECLAC has 44 member States and eight non-independent territories in the Caribbean, and reports to the UN Economic and Social Council (ECOSOC). ECLAC maintains subregional offices in Mexico City and in Port-of-Spain, country offices in Buenos Aires, Brasilia, Montevideo and Bogotá, and a liaison office in Washington, D.C. The Subregional Headquarters of ECLAC in Mexico was founded in 1951. It provides technical advice to governments of the countries of the subregion (Mexico, Cuba, Guatemala, Haiti, Honduras, El Salvador, Nicaragua, Dominican Republic, Haiti and Panama) in various socio-economic, technical and financial fields, as well as on development matters and
integration issues. The subregional office in Mexico is comprised of five substantive units on Economic Development, Social Development, Agricultural Development, International Trade and Industry, and Energy and Natural Resources, in addition to the Office of the Director, the Administration Section, the Editorial, Documents and Conference Services Unit, and the Information Resource Centre and Publications Distribution Unit (Visit http://www.eclac. cl/mexico/).

Responsibilities

The selected intern will report to the Supervisor of the respective Unit (Human Resources and Procurement). is expected to undertake the following activities:

Human Resources:

•Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports.
•Monitor processes and schedule related the unit's outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
•Research, compile and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
•Generate a variety of standard statistical and other reports, work orders, etc., using various databases.
•Provide support with the administration and management of the Internship Programme for ECLAC.
•Provide support throughout the different stages of the recruitment process.
•Review and maintain files for the Internship Programme.
•Review and maintain the e-mail of the Recruitment Unit.
•Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
•Assist in the preparation of presentation materials using appropriate technology/software.
•Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
•Contribute to the preparation of the annual report of the Internship Programme.
•Participate in the weekly meetings of the Recruitment Unit.
•Provide support with Outreach recruitment efforts, including the administration of the Employment Website of ECLAC and participation in different outreach activities.
•Assist in implementing various initiatives within the Recruitment Unit of the Human Resources Section.
•Review, record, distribute and/or process mail and other documents; follow-up on impending actions.
•Review and maintain different databases used for the monitoring and reporting of recruitment activities.
•Undertake research on a range of HR related issues and assists in the preparation of notes/reports.
•Provide support with other projects, as needed.

Procurement:

•Uses basic keyboard and word processing skills to prepare forms and short documents (e.g. memos, letters, electronic mail, etc.).
•Receives phone calls and visitors and refers them to the appropriate source or reply personally to queries when possible.
•Provides support documentation required for preparation of statistics, accounts, reports, and other statements, related to Administration Section (travel, Security, Procurement, etc.).
•Maintains files (both paper and electronic) and databases for work unit, including vendor´s, related to procurement and contracts management, roster, UNGM website.
• Performs a wide range of office support, administrative and procurement functions (e.g. identify suppliers, prepare requisitions, award documents, carry out market surveys, preparation of Purchase Orders, Request for Quotations, Low Value Acquisitions, etc.).
•Organize information in the Shared Drive.
•Perform data entry and extraction functions.
•Performs other duties as assigned.

Competencies

Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

Applicants must meet one of the following requirements:

(a) be enrolled in a graduate school programme (second university degree or equivalent, or higher);
(b) be enrolled in the final academic year of a first university degree programme (minimum Bachelor's level or equivalent); or
(c) have graduated with a university degree (as defined above) and, if selected, must commence the internship within a one year period of graduation.

For this internship, studies in the area of Administration, Human Resources, Procurement or related field are desirable.

Work Experience

Applicants are not required to have working experience for participation in the programme.
Nevertheless, experience with administrative support is desirable.

Languages

English and French are the working languages of the United Nations Secretariat.
For these internships,knowledge of Spanish and English (both oral and written) is required. Knowledge o another official UN language is an asset.

Assessment

Potential candidates will be contacted by hiring manager directly for further consideration.

Special Notice

The internships are for a minimum of two months with the possibility of extension up to a maximum of six months, depending on the needs of the department and availability of the interns.
Interns are not paid and are responsible for all expenses related to the internship.

Interns are expected to work on a full-time basis (work five days per week; 35 hours) in the Division/Section to which they are assigned, but they may undertake flexible working arrangements, subject to certain conditions.

The internship is UNPAID. All costs of travel and accommodation, including living expenses, must be covered by the intern or any relevant sponsoring institution.

Interns shall not be eligible to apply for, or be appointed to, positions at the professional level and above for a period of six months following the end of their internship.

A completed online application (Cover Note and Personal History Profile) is required. Incomplete applications will not be reviewed. The Cover Note must include:

- Degree programme (What are you currently studying or what have you studied?)
- Graduation Date (When will you graduate or when did you graduate from the programme?)
- List the IT skills and programmes that you are proficient in.
- List your top three areas of interest.
- Explain why you are the best candidate for this specific internship.
- Explain your interest in the United Nations Internship Programme.

In your online Personal History Profile, be sure to include all past work experiences, IT skills, and three references. Due to the high volume of applications received, ONLY successful candidates will be contacted. Applicants are encouraged to apply for internships which relate directly to their studies and/or skills and expertise. Applicants are asked to please indicate preferences which best match his/her suitability and do so carefully in order to enhance the value of the internship for both the intern and the receiving UN department.

A person who is the child or sibling of a staff member shall not be eligible to apply for an internship at the United Nations. An applicant who bears to a staff member any other family relationship may be engaged as an intern, provided that he or she shall not be assigned to the same work unit of the staff member nor placed under the direct or indirect supervision of the staff member. For purposes of this instruction, “child” means (i) the child of a staff member; (ii) the child of the spouse of a staff member (stepchild); and (iii) the spouse of a child of a staff member or a staff member’s spouse (son- or daughter-in-law). “Sibling” includes the child of both or either parent of a staff member and the child.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

This vacancy is archived.

Recommended for you