Hardship Level (not applicable for home-based)H (no hardship)
Family Type (not applicable for home-based)
Family
Staff Member / Affiliate TypeInternship
Target Start Date2024-07-01
Job Posting End DateMay 28, 2024
Terms of ReferenceUNHCR Representation in Japan is seeking an intern for its Administration Unit who will assist the work of the Office.
ใDurationใ In principle, maximum 6 months full-time (full-time)
ใNumber of postใ 1
ใStarting Dateใ1 July 2024
ใQualificationsใ
โข Recent university graduate (within 2 years) or current student in graduate/undergrad programme and completed at least 2 years of undergrad in relevant field
โข Working fluency in English and Japanese
โข Basic competency in using Microsoft Word, Excel, PowerPoint, Outlook and internet browsers
โข Interest in refugee/humanitarian work and related advocacy and fundraising
โข Interest in office management, administrative functions
โข Willingness to engage in a wide range of tasks from menial routine jobs to document preparation
โข Good communication skills
โข Attention to detail with a service-oriented mindset
โข Experience in office tasks an asset
โข Experience working in a team an asset
โข Knowledge on ICT networks and familiarity with ICT help-desk service an asset
ใTerms of Reference ใ
Background information/Organizational Context:
UNHCR Representation in Japan was established with a mission to mobilize and secure financial and political support of the Japanese government and Japanese stakeholders to benefit the plight of refugees worldwide and to support the Japanese government in fulfilling its responsibility of refugee protection.
The Admin Unit of UNHCR Representation in Japan supports these activities and initiatives by taking care of all back office functions, namely general administrative/clerical support, finance, programme, human resources, ICT, security, travel. An internship with the Admin 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 the behind-the-scenes of UNHCR, as well as to learn about the activities of the organization as a whole and work with staff across units.
Duties and Responsibilities
โข Visiting the bank for payment, Ministry of Foreign Affairs for submissions and embassies for visa
โข Filing of documents (vouchers, contracts, payment-related, project reports, etc.)
โข Classifying and coding material and maintain office files
โข Searching office files for information
โข Sort and deliver mail
โข Reorganize information into a user-friendly format for various purposes
โข Draft documents and routine correspondence/forms (telephone records)
โข Make hotel reservations
โข Purchase supplies, equipment in line with office procedures โ obtaining quotations from suppliers, preparing purchase requests.
โข Place orders for supplies, stationary, ID/business cards and other services
โข Maintain inventory record of equipment, supplies and other expendable items (stationary, ink toner, office key, security/emergency related supplies, etc.)
โข Updating various staff lists
โข Manage and maintain office equipment (mobile phone, printer/copier, panaguide, etc.)
โข Disposal of office supplies/equipment
โข Expenditure calculation
โข Provide logistical support at office events, workshops, etc.
โข Attendance recording
โข Receiving/attending to guests
โข Contacting suppliers for information
โข Office storage management
โข Research topics/information on the internet
[ICT-specific tasks]
โข Manage and maintain ICT equipment (Computer OS set up, registering, reimaging and updating desktops)
โข Setting up ICT equipment for meetings (WebEx, Video Conference, Skype for Business)
โข Monitoring the basic performance of the workstations
โข Raise queries via email for technical support to troubleshoot problems and liaise between the user and the ICT Focal Point
โข Any other support as requested
ใWorking ConditionsใThe position requires physical presence in the office and hence one must be located within commuting distance of the office. Flexible working arrangements may be considered on an ad hoc basis.
ใAllowanceใFood and Local Transportation Allowance is payable in accordance with UNHCRโs internship policy
*** THIS IS A LOCAL INTERNSHIP OPPORTUNITY AND CANDIDATES MUST HAVE THE NECESSARY LEGAL STATUS IN THE COUNTRY TO TAKE UP THIS POSITION.
Standard Job Description
Required Languages English
,Japanese
,
Desired Languages
,
,
Additional Qualifications
SkillsCommunication, English Language, Office Administration, People Management, Service Oriented, Teamwork
Education
Certifications
Work Experience
Other informationThis position doesn't require a functional clearance
Home-BasedNo