Posting Title: INTERN – ADMINISTRATION, I (Temporary Job Opening)
Job Code Title: INTERN – ADMINISTRATION
Department/Office: Office of Internal Oversight Services
Duty Station: NEW YORK
Posting Period: 01 June 2023 – 06 September 2023
Job Opening Number: 23-Administration-OIOS-210234-J-New York (A)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and ReportingThis internship position is located in the Administrative Office of the Investigations Division (ID) of the Office of Internal Oversight Services (OIOS). OIOS is an independent office reporting to the Secretary-General and the General Assembly. ID/OIOS investigates reports of possible violations of rules, regulations, mismanagement, misconduct, waste of resources and abuse of authority. The Administrative Office supports the Division in planning, implementing, and reporting the utilization of resources, and covers all aspects of administration from recruitment, IT support, and finance. The internship is available immediately for three months with an opportunity for extension, depending on the needs of the department. The internship is UNPAID and can be full-time or part-time. Full-time interns work five days per week (35 hours), and part-time interns work a minimum of 20 hour per week under the supervision of a staff member in the department or office to which they are assigned. This internship is an in-person assignment at United Nations New York Headquarters and cannot be discharged remotely.
Responsibilities
Under the direct supervision of the Administrative Officer and working closely with the Administration team, the intern will be expected to: 1. Assist with tasks related to archiving of hard copy folders of investigation cases and HR related documents. 2. Assist with tasks related to inventory management: identification of equipment, scanning of asset codes, physical verification of equipment and updating inventory lists. Follow up with staff members on equipment that are issued to them. Return outdated equipment to stock. 3. Analyze and update the Division’s workforce statistics, conduct research, and assist with workforce planning and analysis to improve reporting, vacancy planning, and staff retention. 4. Provide support to the Division’s recruitment activities, including outreach activities, communication with short-listed candidates, preparing assessment, and scheduling interviews. 5. Update the Division’s staffing table, address list and telephone directory, as needed. 6. Maintain and electronically file personal records, such as performance records, flexible working arrangement contracts, and others. 7. Assist with a staffing level review and the preparation of post classification documents and supporting material. 8. Provide other administrative support for remote office operations and to staff members working remotely.
CompetenciesProfessionalism: Shows pride in work and in achievements, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Planning and Organization: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments. Adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently. Communication: Speaks and writes clearly and effectively. Listens to others; correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style, and format to match the audience. Demonstrates openness in sharing information and keeping people informed.
EducationTo qualify for the United Nations Headquarters Secretariat Internship Programme, the following conditions must be met: 1.Applicants must be enrolled in a degree programme in a graduate school (second university degree or higher) both at the time of application and during the internship; or 2.Applicants pursuing their studies in countries where higher education is not divided into undergraduate and graduate stages must have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree. Undergraduates (for instance, students pursuing a Bachelor’s degree) are not eligible to apply. Be computer literate in standard software applications.
- Have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter.
- Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which includes a willingness to try and understand and be tolerant of differing opinions and views.
Work ExperienceNo working experience is required to apply for the United Nations Internship Programme. Your training, education, advance course work or skills should benefit the United Nations during your internship. A minimum internship duration of 3 and up to 6 months is required. Please indicate your availability, including the start/end dates and duration of your internship period. Previous administrative support experience is desirable. Please explain whether you meet this criterion using examples. Previous experience in Human Resources Administration and statistics is desirable. Please explain whether you meet this criterion using examples. Previous experience in inventory and database management is desirable. Please explain whether you meet this criterion using examples.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this post fluency in oral and written English is required. Knowledge of another official UN language is desirable.
AssessmentPotential candidates will be contacted by the Hiring Manager directly for further consideration.
Special NoticeA completed online application (Cover Note and Personal History Profile) is required. Incomplete applications will not be reviewed. The Cover Note must include: The applicant’s graduate degree programme (What are you currently studying and where?) and undergraduate degree programme; Graduation date (When will you be graduating from the programme?); An explanation of your interest in the United Nations Internship Programme; Description of why you are particularly well qualified for this specific internship considering your skills, interests, and experience. Please also indicate when you will be able to start your internship and for how long, and whether you are interested in a full-time or part time internship. In the online Personal History Profile, it is important that applicants must be sure to include all past work experiences, evaluation skills, and three references (academic and/or professional). Owing to the high volume of applications received, only successful candidates will be contacted.
United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.