INTERNSHIP: Operations and Common Premise/Services

UNDP Careers; Büyük Çavuşlu Mahallesi; On-site; TRY 552,000 - 993,000; Full time

Job summary

UNDP Istanbul Regional Hub invites applications for an internship position in the Admin and Common Premises team. The intern will support administrative functions, coordinate shipments, utilities, and services across the hub in Istanbul.

Under the Admin and Common Premises Associate guidance, the intern exchanges information with the operations team and UN agencies to ensure smooth service delivery and effective registry support. Stipends follow UN rules for interns.

Qualifications

• Be enrolled in a postgraduate degree programme (such as a master’s programme, or higher)
• Be enrolled in the final academic year of a first university degree program (minimum bachelor’s level or equivalent)
• Have graduated with a university degree in Business or Public Administration or related fields, and must start the internship within one year of graduation
• Be enrolled in a postgraduate professional traineeship program and undertake the internship as part of this program

Responsibilities

• Assist in coordination and organization of shipments and customs clearance, insurance, space management, procurement of supplies for the office
• Records and monitors issues related to utilities payments
• Assist with the management of cleaning and catering services in the common premises
• Support with protocol matters, registration of staff and other administrative matters
• Coordination of pouch related matters and diplomatic pouch handling
• Provide support for reliable registry services
• Follow up on e-mail exchanges and ensure requests are not missed
• Assist in coordination of cleaning personnel
• Provide other required support to the IRH Common Premises coordinator

Skills

English proficiency

Organizational skills

Teamwork

IT literacy

Education

Postgraduate degree in progress

Final year bachelor student

Recently graduated in related field

Job description

Background

UNDP’s Istanbul Regional Hub is UNDP`s advisory hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP`s development activities in the region. Throughout UNDP`s focus areas, it works towards increasing the impact of UNDP`s activities in the region by assisting Country Offices in development of country-level initiatives through advisory services and technical support and by implementing regional-level projects in partnership with a wide range of partners supported to a global network of expertise. Under the leadership of the Manager, the RBEC’s Regional Hub Centre employs will a multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff. The Regional Hub is also used by various outposted staff from HQs units and the office share common premises with other UN Agencies and offices (e.g., UN Women, South-South Unit, etc.).

Job Description

Background

UNDP’s Istanbul Regional Hub is UNDP`s advisory hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP`s development activities in the region. Throughout UNDP`s focus areas, it works towards increasing the impact of UNDP`s activities in the region by assisting Country Offices in development of country-level initiatives through advisory services and technical support and by implementing regional-level projects in partnership with a wide range of partners supported to a global network of expertise. Under the leadership of the Manager, the RBEC’s Regional Hub Centre employs will a multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff. The Regional Hub is also used by various outposted staff from HQs units and the office share common premises with other UN Agencies and offices (e.g., UN Women, South-South Unit, etc.).

Under the overall guidance and supervision of the Admin and Common Premises Associate, the incumbent assists in the overall management of common premises related services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Common Services Intern works in close collaboration with the other members of the Operations team, Programme and projects staff in the Istanbul Regional Hub and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties And Responsibilities

• The main task of an Intern will be to contribute to the accomplishment of various UNDP IRH Administrative functions.

Main duties of an intern will be as following:

• Assist in coordination and organization of shipments and customs clearance, insurance, space management, procurement of supplies for the office.
• Records and monitors issues related to utilities payments.
• Assist with the management of cleaning and catering services in the common premises.
• Support with protocol matters, registration of staff and other administrative matters.
• Coordination of pouch related matters. Informs staff on schedule of diplomatic pouch; collection and disbursement of diplomatic pouch, directs incoming correspondence to appropriate staff members.
• Provides support for the provision of reliable registry services.
• Following up on e-mail exchange and ensuring requests are not missed.
• Assist in coordination of work of cleaning personnel.
• Other required support to the work of IRH Common Premises coordinator.

Competencies

• Excellent relationship management, communication and analytic skills;
• A well-organized individual with the ability to multi-task;
• A team player: ability to work productively and effectively with others;
• Excellent IT literacy.

Required Skills and Experience

• Be enrolled in a postgraduate degree programme (such as a master’s programme, or higher)
• Be enrolled in the final academic year of a first university degree program (minimum bachelor’s level or equivalent)
• Have graduated with a university degree (as defined in (a) and (b) above) in a degree programme in relevant discipline such as Business or Public Administration or other related fields, and, if selected, must start the internship within one-year of graduation.
• Be enrolled in a postgraduate professional traineeship program and undertake the internship as part of this program

Experience

• Previous related work experience in a national or an international entity would be an asset but is not required.

Language Skills

• Proficiency in written and spoken English;
• Turkish or any UN language is an asset.

Learning

• The intern will develop a good overview of the management of common premises and administration of the office practices.

Financial Issues

Internships within the UN system are subject to conditions the applicant must get familiar with before signing his/her internship agreement.

Starting from January 2020 interns will receive stipends according to UN rules and regulations.

Any further costs associated with the internship must be borne by the nominating institution, related institution or government, which may provide the required financial assistance to its students; or by the student, who will have to obtain financing for subsistence and make his or her arrangements for travel, accommodation and other costs.

Conditions

• UNDP only accepts interns for a minimum of 6 weeks and a maximum of 6 months;
• UNDP accepts no responsibility for costs arising from accidents, illness or death during the internship;
• Interns are not staff members and may not represent UNDP in any official capacity;
• Interns are responsible to arrange for their own visa and residence documents, and need to plan for these well in advance;

Subsequent Employment

The purpose of the Internship Programme is not to lead to further employment with UNDP but to complement an intern’s studies. Therefore, there should be no expectation of employment at the end of an internship.

More information available at: http://www.eurasia.undp.org/content/rbec/en/home/about_us/jobs/internships/.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant Information About UNDP Rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.