INTERNSHIP: Operations and Common Premise/Services

International Civil Aviation Organization; Fatih; On-site; TRY 661,000 - 991,000; Full time

Benefits offered by this job

Stipend provided

Job summary

UNDP Istanbul Regional Hub invites an Intern to assist the Admin and Common Premises team in delivering high-quality services. The role involves collaborating with operations, programmes and other UN agencies to ensure consistent service delivery.

Responsibilities include coordinating shipments, utilities, cleaning, catering, and registry support, along with handling protocol matters and staff registrations. English proficiency is required; Turkish or other UN languages are assets.

Qualifications

• Be enrolled in a postgraduate degree programme (such as a master’s or higher).
• Be in the final academic year of a first university degree (Bachelor’s or equivalent).
• Have graduated in a relevant discipline and start internship within one year of graduation.
• Be enrolled in a postgraduate traineeship program and undertake the internship as part of it.

Responsibilities

• Contribute to the accomplishment of UNDP IRH Administrative functions.
• Coordinate shipments and customs clearance, insurance, space management, and procurement.
• Record and monitor utilities payments.
• Assist with cleaning and catering services in the common premises.
• Support protocol matters, staff registration and other administrative tasks.
• Coordinate diplomatic pouch schedules and related staff notifications.
• Provide reliable registry services and respond to emails to avoid missed requests.
• Coordinate work of cleaning personnel and other support tasks.

Skills

Relationship management

Multi-tasking

Team player

IT literacy

Education

Postgraduate degree in Business/Public Administration

Final year bachelor’s degree

Graduated in related field

Postgraduate professional traineeship

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

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.

Education

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 aresubject 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.

Disclaimer

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

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.