Administrative Intern

Nom de l’employeur : PNUD Cameroun

INTERNSHIP ADVERT : Administrative Intern

Location : Yaounde, CAMEROON

Application Deadline : 07-Apr-19 (Midnight New York, USA)

Type of Contract : Internship

Post Level : Intern

Languages Required : English   French

Duration of Initial Contract : 3 months (Renewable upon satisfactory evaluation).

Expected Duration of Assignment : 6 Months

Background

Under the guidance and supervision of the Administrative Associate, the Administrative Intern provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Intern promotes a client, quality and results-oriented approach.
The Administrative Intern works in close collaboration with the Operations, Programme and Projects staff in the CO and other UN agencies staff to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

• Provision of administrative and logistical support;
• Follow up with correspondences;
• Classification of processed files;
• Provision of support to office maintenance
• Provision of support in the tagging of CO assets;
• Digitalization of documents;
• Preparation of outgoing correspondences;
• Follow up the handling of logs by drivers;

Support to knowledge building and knowledge sharing.

1-Provides administrative and logistical support, focusing on achievement of the following results:

• Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments.  Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance;
• Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government;
• Administrative support to the organization of conferences, workshops, retreats;
• Collection of information for administrative surveys;
• Preparation of routine correspondence, faxes, memoranda and reports;
• Extracting, inputting, copying and filing data from various sources;
• Maintenance of files in Administrative Unit;
• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans;
• Classification and follow-up of regular submission of F10, cost recovery of staff telephone bills and office cars.

2.  Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Collection of information on assets management;
• Maintenance of records;
• Support in the tagging of CO assets;
• Digitalization of documents;
• Classification of files on assets management;
• Follow up the handling of logs by drivers;
• Maintenance of files and records relevant to office maintenance.

3. Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration.

Competencies

OPERATIONAL EFFECTIVENESS

• Ability to perform a variety of repetitive and routine tasks and duties related to general administration support Ability to review data, identify and adjust discrepancies
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
• Ability to organize and complete multiple tasks by establishing priorities

MANAGING DATA 

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
• Interprets data, draws conclusions and/or identifies patterns which support the work of others

Managing documents, correspondence and reports

• Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
• Shows sound grasp of grammar, spelling and structure in the required language
• Ensures correspondence, reports and documents comply with established UN standards
• Ability to produce accurate and well documented records conforming to the required standard

Planning, organizing and multi-tasking

• Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
• Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:

1. Be a regularly enrolled for a University First Degree Level (Bachelor’s Degree) studying one of the following: – Accounting, Administration and Management, Finance and Banking; Or Be a regularly enrolled for a University Master’s Degree Programme and studying one of the following: – Accounting, Administration and Management, Finance and Banking.

Or

2. Be a holder of a Bachelor degree (in one of the domain: Accounting/ Administration/Management / Finance/Bankingone) within the first year of Diploma obtention, Or, Be a holder of Master degree (in one of the domain: Accounting/ Administration/Management / Finance/Banking) within the first year of Diploma obtention

Experience:

• Good knowledge of UNDP’s missions shall be advantageous;
• A relevant administrative experience in Administration or General Services Management shall be an asset;
• Very good mastery and usage of computers and office software packages (MS Word, Excel, Power Point etc.). Experience in handling of web-based management systems;

Language Requirements: Fluency in English and / or French and working knowledge of the other language.