Overview
The Support Services Intern will act as an operational facilitator, ensuring administrative, financial, and logistical processes flow smoothly to support project continuity. The role focuses on identifying slow processes and proposing digital solutions, demonstrating agility and problem-solving skills.
Key Responsibilities
- Support the preparation, implementation, and monitoring of controls, processes, procedures, inventories, and management tools.
- Assist in administrative and logistical processes for workshops, training, meetings, and events.
- Support the assurance of UNOPS administrative policies and regulations.
- Assist administration, procurement, and human resources in opening and managing files.
- Support the reception, registration, coding, distribution, and follow-up of correspondence.
- Provide photocopies of file material as requested.
- Maintain adequate and fluid communication internally and externally.
- Support support areas in vendor-related activities by making phone calls for process follow-up.
- Provide temporary administrative coverage for reception, user support, document management, and other operational activities during the absence of the Administrative Assistant/Associate.
- Support the administration and digital/physical filing of payment files for the Finance Area (RFPs and Bank Guarantees).
- Support the validation process of bank guarantees by sending formal requests via email and rigorous follow-up with bank executives.
- Support the petty cash reimbursement process by reviewing invoices, ensuring compliance with internal policies, and proper listing/classification in the ledger.
- Support the monitoring and validation of regional and local indicator compliance.
- Perform other assigned tasks related to the position by the specific supervisor.
Required Experience
- No professional experience required.
- Availability of 40 hours per week required.
Highly valued:
- Previous internships or volunteer experience, preferably in support areas such as finance, administration, human resources, accounting, and/or logistics.
- Skills in managing Google Workspace and Microsoft Office, with emphasis on basic spreadsheet use.
- Skills in document administration (administrative and financial), filing, coding, and information safeguarding.
- Attention to detail: Capacity for exhaustive documentation review, detection of inconsistencies in financial records, and rigor in control process follow-up.
- Results orientation: Expected capacity to meet assigned objectives and activities within the support area, timely follow-up on tasks, and ensure efficient, orderly, and quality deliveries within administrative processes.
Qualifications
- Required:
- Diversified level title is required.
- Currently pursuing university studies or a university graduate with a period not exceeding 3 years since graduation.
Deseable:
- Currently pursuing the final cycles, preferably in Economics, Business Administration, Finance, Human Resources, Industrial Engineering, or related fields.
