```html
Job Description
Background:
UN Women, driven by the principle of equality outlined in the United Nations Charter, is dedicated to eradicating discrimination against women and girls, advancing women's empowerment, and achieving gender parity as partners and beneficiaries in development, human rights, humanitarian action, and peace and security.
Admin Assistant Interns will provide crucial support to the Country Office by digitizing and organizing historical administrative and financial records. They will also offer general administrative assistance during an ongoing office space reorganization. This role is designed to enhance record management, improve document accessibility, optimize office space, and boost overall operational efficiency.
Description of Responsibilities
Document Digitization and Records Management
- Assist in scanning and digitizing manual financial vouchers and accompanying documents from the period when the ATLAS ERP system was operational.
- Ensure all scanned documents are clear, complete, and accurately labeled according to established filing protocols.
- Support the organization and categorization of digital files within the designated document management system or shared drives.
- Aid in the indexing and archiving of both physical and electronic records to facilitate easy retrieval and ensure compliance with records retention policies.
- Identify and flag any incomplete or missing documentation for follow-up by the appropriate staff members.
Administrative and Office Support
- Provide general administrative support to the Operations Unit, including filing, document handling, and basic office coordination.
- Contribute to the office space reorganization by sorting, labeling, and relocating files, equipment, and supplies as needed.
- Assist with inventory checks and basic asset tagging where required.
- Undertake other administrative tasks as assigned by the Operations Team.
Compliance and Quality Assurance
- Uphold confidentiality and data protection standards when handling sensitive financial and administrative documents.
- Maintain accuracy and consistency in document naming conventions and filing structures.
- Adhere to established Standard Operating Procedures (SOPs) for records management and administrative processes.
Learning Objectives
This internship offers practical experience and capacity development in the following areas:
- Records Management and Digitization: Gain hands-on experience in document digitization, including scanning, indexing, and electronic archiving. Develop an understanding of records management systems and best practices within an international organization.
- Administrative and Operational Support: Enhance skills in office administration, coordination, and organizational processes. Learn how administrative functions underpin program delivery and institutional efficiency.
- Exposure to UN Systems and Processes: Become familiar with UN operational procedures, compliance standards, and documentation protocols. Understand the transition from manual to digital systems in organizational settings.
- Professional Development: Improve attention to detail, time management, and organizational skills. Strengthen teamwork, communication, and professional ethics in a multicultural work environment.
Expected Deliverables
- A digitized and well-organized archive of assigned financial and administrative documents.
- An updated and structured filing system (physical and/or electronic).
- Support for the successful completion of office reorganization activities.
Supervision
Interns will report to the Operations Manager and receive daily guidance from designated Operations Unit staff.
Competencies
Core Values:
- Integrity
- Professionalism
- Respect for Diversity
Core Competencies:
- Awareness and Sensitivity Regarding Gender Issues
- Accountability
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
For further details on UN Women’s Values and Competencies Framework, please visit this link.
Functional Competencies:
- Exceptional attention to detail and accuracy.
- Strong organizational and time management abilities.
- Capacity to handle confidential information with discretion.
- Proficiency in basic computer applications (MS Office, scanning tools).
- Ability to collaborate effectively within a team.
Qualifications
Education:
- Completion of university studies in Business Administration, Human Resources, Procurement, Finance, Accounting, or a related field is mandatory.
- Applicants must meet one of the following criteria:
- Currently enrolled in a graduate school program (second university degree or equivalent, or higher).
- Currently enrolled in the final academic year of a first university degree program (minimum Bachelor's level or equivalent).
- Have graduated with a university degree and will commence the internship within two years of graduation.
- Currently enrolled in a postgraduate professional traineeship program that is part of a degree program and will undertake the internship as part of the program requirements.
Remuneration:
Interns not receiving financial support from external sources (e.g., universities, other institutions) will be provided with a stipend by UN Women to partially cover their basic living expenses during the internship.
Application Information:
- All applicants are required to submit a completed and signed P.11 form with their application.
- Due to the high volume of applications, UN Women will only contact successful candidates.
- The selected candidate must provide proof of enrollment in a valid health insurance plan at the internship's duty station, confirmation of school enrollment or degree, a scanned copy of their passport/national ID, and a copy of a valid visa (if applicable).
Language:
Excellent written and oral communication skills in English are essential.
Statements:
In July 2010, the United Nations General Assembly established UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. This creation was part of the UN reform agenda to consolidate resources and mandates for a greater impact, merging and building upon the significant work of four previous UN system entities (DAW, OSAGI, INSTRAW, and UNIFEM) that focused exclusively on gender equality and women's empowerment.
Diversity and Inclusion:
UN Women is committed to fostering a diverse and inclusive environment marked by mutual respect. We recruit, employ, train, compensate, and promote individuals without regard to race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, or any other characteristic protected by applicable law. All employment decisions are based on qualifications, competence, integrity, and organizational need.
If you require any reasonable accommodation to facilitate your participation in the recruitment and selection process, please indicate this in your application.
UN Women maintains a zero-tolerance policy towards conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the expected standards of conduct for UN Women personnel. Rigorous reference and background checks will be conducted, which may include verification of academic credentials and employment history. Selected candidates might be requested to provide additional information for these checks.
Note: Applicants must ensure that all sections of the application form, including education and employment history, are fully completed. Incomplete applications may be disqualified from the recruitment and selection process.
```