Internship Administration

2 weeks ago


Kuala Lumpur, Malaysia United Nations Development Programme (UNDP) Full time

**Job Identification**
- 14940

**Locations**
- Kuala Lumpur, Malaysia**Posting Date**
- 11/30/2023, 10:17 PM
- 12/17/2023, 10:59 PM

**Job Schedule**
- Full time

**Vacancy Type**
- Internship Programme

**Practice Area**
- Management

**Bureau**
- Bureau for Management Services

**Contract Duration**
- 3 months

**Education & Work Experience**
- Bachelor's Degree

**Other Criteria**
- Field of study: Public/Business Administration or equivalent.

**Required Languages**
- English

**Vacancy Timeline**
- 2 Weeks

**CORPORATE BACKGROUND**

UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results. UNDP is working to strengthen new frameworks for development, disaster risk reduction and climate change. We support countries' efforts to achieve the new Sustainable Development Goals, which will guide global development priorities through 2030. The key 2030 Agenda principle of leaving no one behind and stamping out inequality is at the core of everything we do.

UNDP focuses on helping countries build and share solutions in three main areas:

- Sustainable development
- Democratic governance and peacebuilding
- Climate and disaster resilience

In all our activities, we encourage the protection of human rights and the empowerment of women, minorities and the poorest and most vulnerable.

**INTERNSHIP OFFICE BACKGROUND**

UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent, and accountable. In 2015, as part of this commitment UNDP established a Global Shared Services Centre (GSSC) to ensure optimal and consistent provision of operational services in the areas of finance, HR, procurement, administration to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. The Global Shared Services Centre (GSSC) is part of the Bureau for Management Services (BMS).

As an essential component of the strategic direction of the UNDP Bureau for Management Services (BMS) and the emphasis on the provision of cost effective and integrated management transactions services, the UNDP Global Shared Services Centre (GSSC) combines the resources of GSSC Copenhagen, GSSC Kuala Lumpur and new regional centres in line with approvals from the Executive Group such as Panama, Dakar and Istanbul.

**DUTIES AND RESPONSIBILITIES**

1.Effective and efficient administrative support and facilities management, focusing on the achievement of the following results:

- Support in the organization and coordination of the maintenance of the premises, office space management and the provision of common services
- Support in the organization of workshops, conferences, retreats
- Assist with the supervision of cleaning services
- Coordination of common premises
- Prompt reporting and investigation of cases of damage, loss or theft of items
- Any other related matters assigned by the supervisor

2. Provide support for administrative, procurement and financial control in the office, focusing on the achievement of the following results:

- Maintenance of finance control records such as commitments and expenditures
- Proper control of supporting documents of funds and activities
- Organization of payment processes, including preparation and verification of supporting documents
- Provision of the information for the audit
- Support on small and direct procurement processes
- Any other related matters assigned by the supervisor

3. Provide support to proper supply and assets management, focusing on the achievement of the following result:

- Coordination of the provision of reliable and quality office supplies
- Elaboration and implementation of inventory management
- Implementation of inventory and physical verification control in the GSSC and projects
- Any other related matters assigned by the supervisor

4. Ensure effective logístical support, focusing on the achievement of the following result:

- Support incoming visitors and IP Staff with their required documentations - visas, ID cards, permits, licenses, UNLPs and other relevant documents
- Support with coordination with local authority on Protocol matters
- Logistical support for events, staff’s cubicle/desk layout and space management
- Provide support for outgoing documents - courier
- Act as custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping log of distribution
- Maintenance of the filing system ensuring safekeeping of confidential materials
- Support the coordination of travel arrangement
- Coordination of transportation services

**COMPETENCIES AND SELECTION CRITERIA**
- Interest and motivation in working in an internat



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