Intern - Administration [temporary]
Vor 5 Tagen
The internship position is located in the Human Resources Team / Business Support Services Unit of the United Nations Joint Staff Pension Fund-Pension Administration (UNJSPF-PA), The UNJSPF is an inter-agency body established by the United Nations General Assembly in 1949. The Pension Fund pays benefits in 17 currencies to more than 80,000 beneficiaries who reside in more than 190 countries, and services more than 130,000 participants who work in the 25 Member Organizations of the Pension Fund.
The internship, based in Geneva, is UNPAID and full-time. The internship is for a period of three months and can be extended up to six months, working five days per week under UNJSPF PA HR team. Internships may be undertaken on the basis of flexible working arrangements. Physical presence in the office is required at the least of three (3) days per week.
**Responsibilities**:
Under the supervision and guidance of the Administrative Assistant in Geneva and working closely with the rest of the HR Team, the intern will be expected to:
1) Supports data collection and UNJSPF-PA HR reporting and analysis needs, and contribute to the development and improvement of HR reporting workflows and practices;
2) Drafts supporting documents, such as Standard Operating Procedures (SOP) for regular reporting plan/timeline, report templates and related documents;
3) Supports different Organizational and UNJSPF-PA initiatives, including the HR and Training and Career Development Strategies, as well as gender parity, geographical representation and inclusivity initiatives;
4) Participates in meetings and seminars and perform related administrative and logístical support functions, as necessary (such as preparing draft summary reports, meeting minutes, etc.);
5) Assists in compilation, review and preparation of different thematic background documentation related to various HR/Administrative initiatives, meetings and events, including drafting correspondence, reports and presentations;
6) Creates, update and maintain Excel tables/reports, surveys and monitor follow-up actions;
7) Supports the restructuring of the filing system and the revamping of the intranet in MS SharePoint. On-site maintenance of the central hard copy HR/Administrative filing system; ensure that all hard copies are scanned and indexed to the digital filling system.
8) Provides support to selection and recruitment activities;
9) Provides administrative support for daily office operations (events planning, logístical operations, etc.) including drafting routine communications such as broadcasts and individual responses to client queries;
10) Performs other duties as required.
Expected achievements:
- Migration of relevant digital and physical HR files to SharePoint within the established timeline.
- Implementation of an effective hierarchical filing system for all HR/Administrative documents of the UNJSPF Geneva Office.
- Full and complete documentation in staff member's digital OSF in accordance with relevant office procedures and requirements.
Competencies
Professionalism:
Shows pride in work and in achievements; Observes 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.
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.
Teamwork:
Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning and Organizing:
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.
The intern is expected to:
- Have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter, and
- Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which includes willingness to try and understand and be tolerant of di
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