Job Opening

Posting Title: INTERN - ADMINISTRATION, I (Temporary Job Opening)
Job Code Title: INTERN - ADMINISTRATION
Department/Office: United Nations Joint Staff Pension Fund - Pension Administration
Duty Station: GENEVA
Posting Period: 02 June 2023 - 04 August 2023
Job Opening Number: 23-Administration-UNJSPF PA-197108-J-Geneva (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

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.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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 logistical 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, logistical 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 differing opinions and views.

Education

To qualify for an internship with the United Nations Internship Programme, the following conditions must be met:

• Applicants to the programme must meet one of the following requirements at the time of their application:

a) Be enrolled in or have completed a graduate school programme (second university degree or equivalent or higher); or

b) Be enrolled in or have completed the final academic year of a first university degree programme (minimum Bachelor's level or equivalent);

• Applicants who have graduated as defined in (a) or (b) above, if selected, must commence the internship within a one-year period of graduation;

• Be computer literate in standard software applications (Excel, Word, PowerPoint, etc.).

Work Experience

No working experience is required to apply for the United Nations Internship Programme. Your training, education, advance course work or skills should benefit the United Nations during your internship.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French and knowledge of the other is required. Knowledge of another official language of the United Nations is desirable.

Assessment

Potential candidates will be contacted by the hiring manager for further consideration.

Special Notice

The internship duration is for three months with possibility of extension up to six months. Physical presence in the office is required.

FAMILY RELATIONS: Applicants who are children or siblings of a staff member shall not be eligible to apply for an internship at the United Nations. For the purpose of participation in the internship programme, "child" means: (a) the child of a staff member; (b) the child of the spouse of a staff member (stepchild); or (c) the son- or daughter-in-law of a staff member. "Sibling" includes a half-sibling or step-sibling.

Interns are not financially remunerated by the United Nations. Costs and arrangements for travel, visas, accommodation and living expenses are the responsibility of interns or their sponsoring institutions. Applicants for internship must show proof of valid medical insurance coverage to cover the full period of the internship at the duty station and provide a medical certificate of good health prior to the commencement of the internship.

A completed online application (Cover Note and Administrative Profile) is required. Please ensure that you indicate your proficiency in the English language in your PHP. Incomplete applications will not be reviewed.
The Cover Note must include:
• Degree Programme (What are you currently studying?)
• Graduation Date (When will you graduate or when did you graduate from the programme?)
• List of the IT skills and programs that you are proficient in
• List of your top three areas of interest
• Explanation of why you are the best candidate for this specific internship
• Explanation of your interest in the United Nations Internship Programme and how an internship with UNJSPF-PA fits within your education/career plan

In your online Administrative Profile, be sure to include all past work experiences (if applicable), IT skills, and three references.

Due to the high volume of applications received, ONLY successful candidates will be contacted.

It should be emphasized that prospective Interns will be responsible for ensuring that they have an appropriate valid visa, and, if required, employment authorization, allowing them to undertake the internship. Interns are responsible for ensuring that they have an appropriate valid visa and employment authorization allowing them to undertake the internship. In the context of the COVID-19 pandemic, applicants may be requested to undertake the internship remotely in view of constraints regarding visa issuance, international travel, and access to United Nations premises. Applicants must be willing and prepared to undertake the internship remotely for a part or the entirety of the internship.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Sorry, this job opening is no longer available.
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