Administrative Intern

Background Information - Pakistan

UNOPS Pakistan (Project Office) is part of the South Asia Multi Country Office in the Asia Region. UNOPS commenced operations in Pakistan in 1999 and significantly up-scaled activities from 2005 onwards to support populations affected by and vulnerable to earthquakes. In 2010, UNOPS opened a permanent office in Islamabad to support the Government of Pakistan and other partners to undertake humanitarian and reconstruction services, following the most devastating flood in the nation’s history. We are operating in KP, Sindh and Punjab and have field offices in Peshawar, Karachi, Umerkot and D.I. Khan.

Supported strategically by a regional operational hub and UNOPS headquarters in Copenhagen and within the overarching framework of the ONE UN Programme, UNOPS Pakistan continues to deliver projects across the country under its core delivery practices of sustainable infrastructure, sustainable procurement, and sustainable project management.

With a steady growth of the project portfolio in recent years and a new strategic direction, UNOPS in Pakistan is currently implementing projects in the following thematic areas: Green and Clean energy; Rule of Law; Health , WASH, Procurement; and HR services.

Background Information - Job-specific

Training components and learning elements

UNOPS highly values interns’ contributions and realizes the importance of learning during an internship. The internship programme will include on the job training and exposure to various Administrative functions and tools. The intern will have access to a large offering of online training on the comprehensive UNOPS intranet and opportunities to communicate with other country offices.

UNOPS encourages the intern to raise specific wishes regarding learning opportunities before and during the internship.

Terms and Conditions

UNOPS will provide the intern with the following:

• The incumbent shall receive a monthly stipend designed to contribute to the cost of daily expenditures such as commuting and meals, if s/he is not receiving funding through an internship programme external to UNOPS, or from a specific institution.
• If mission travel is undertaken, Daily Subsistence Allowance, in accordance with UN policy
• The internship comes with no expectations of future employment with UNOPS as a direct result of the internship

Functional Responsibilities

The Support Services Unit supervised by the Support Services Manager is based in Islamabad including Administration, Finance, Procurement, ICT and Safety & Security teams.

The incumbent will report to the Senior Administrative Associate Senior Assistant for carrying out the daily tasks as covered in the scope of position listed below.

The candidate will work under the direct supervision of the Senior Administrative Associate and will be responsible to perform the following duties:

1. Duties and Responsibilities

• Assist in coordination of the administrative procurement activities for the UNOPS office and assist in preparation of estimates and coordination with the suppliers
• Make travel bookings in UNOPS ERP as directed by the supervisor
• Support the administrative arrangements for the events, workshops and meetings as and when required
• Support the Admin Team in vehicle fleet management in close coordination with the Senior Driver by keeping the fuel, maintenance and vehicle efficiency logs up to date and updating the logistics roster
• Maintenance of administrative files and admin drive
• Support the administrative team in organizing the inventory records, assets tagging inventory/asset verification exercise
• Coordinate with the project teams for transportation arrangements
• Supporting the administrative team with dispatch and distribution of mail, printing and scanning.
• Filing of handover vouchers/forms of stocks issued and/or returned
• Support the admin team in documentation of visa requests and maintenance and updating of various logs
• Assist the admin team in organizing the storage container

2. Training components and learning elements

UNOPS highly values interns’ contributions and realizes the importance of learning during an internship. The internship programme will include on the job training and exposure to various Human Resources management tools. The intern will have access to a large offering of online training on the comprehensive UNOPS intranet and opportunities to communicate with other country offices.

UNOPS encourages the intern to raise specific wishes regarding learning opportunities before and during the internship.