Administration Intern

This internship offers valuable exposure to the operations of a UNOPS and provides a foundation for a career in administration or related fields. The intern will develop essential skills in communication, organization, and problem-solving while contributing to the mission of UNOPS in South Sudan.

Responsibilities

• Support a wide range of administrative duties/processes, such as organizing meetings, booking rooms, setting up tech, and preparing background documents when required.
• Compile meeting minutes and follow up on action points.
• Support with procurement and contract management tasks.
• Assist in managing incoming and outgoing mail to/from partners and Government and follow up on.
• Support travel arrangements for all official travels, and ensure timely response, proper documentation, and payment processing.
• Coordinate Visa and Insurance Registration process for all international staff and ensure timely renewal.
• Maintain, organize, and digitize files, templates, and corporate documents on shared drives.
• Support with the accommodation and facility management including receiving requests, allocating rooms, coordinating preparation of rooms for clients and checking in clients to the accommodation.
• Support timely maintenance of facilities for both office and accommodation.
• Track office equipment, conduct physical verification, and compile accurate inventory reports.
• Support with asset tagging, update register, verification, disposal, submission for loss and damage, preparation of RIR.
• Coordinate allocation of drivers and vehicles through the systems for staff pickup, drop off, airport pickups, processing of license, scheduled vehicle maintenance, motor vehicle insurance policy, license plates & claims and review SSCO fleet requirements.
• Coordinate maintenance for all UNOPS vehicles and generators.
• Support payment transaction tasks, prepare files and supporting documents, and upload onto relevant systems. Follow up on timely approvals of all RFP’s.
• Administer incoming goods, check deliveries against invoices, and compile delivery reports. Prepare RIR for the delivery.
• Ensure sufficient supplies and procurement for all refreshments and office supplies for meetings/training and workshops taking place in office meeting rooms.
• Serve and prepare beverages/refreshments and assist in preparing food and snacks for meetings/training/workshops as required.
• Monitor stationery and office supplies monthly, ensuring all supplies are well-maintained and the list accurately reflects the actual stock.
• Assist in photocopying, scanning, binding, typing, and filing office documents as requested by the Administrative Officer.
• Input data into the UNOPS ERP (Enterprise Resource Planning) system.

Requirements

• The applicant must be enrolled in, or have graduated within the past 36 months from, a University degree program (Bachelor's or Master's).
• Preferred fields include Business Administration, Public Administration, Human Resources, or related fields.
• Area of study should preferably be in Administration & Operations.
• While no prior work experience is required, some experience in administrative support or customer service or related fields would be an asset.
• This localized position is only restricted to South Sudan Nationals.
• English language proficiency is required at fluent level.
• Arabic language proficiency is desirable at basic level.

Skills

• Administrative Support
• Customer Service
• Business Administration
• Public Administration
• Human Resources Management
• Operations Management
• Communications Skills
• Organizational Skills
• Problem Solving

Languages

English, Arabic