Admin Assistants - Internship programme (3 positions)

Description

1. Background:

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Admin Assistant Interns will support the Country Office in digitizing and organizing historical administrative and financial records, as well as providing general administrative assistance during an ongoing office space reorganization. This assignment will contribute to improving records management, documentation accessibility, office space optimization, and overall operational efficiency.

2. Description of Responsibilities 

A. Document Digitization and Records Management

• Support the scanning and digitization of manual financial vouchers and supporting documents generated during the period when the ATLAS ERP system was in use.
• Ensure that all scanned documents are clear, complete, and properly labeled in accordance with established filing protocols.
• Assist in organizing and categorizing digital files within the designated document management system or shared drives.
• Support the indexing and archiving of both physical and electronic records to ensure easy retrieval and compliance with records retention policies.
• Identify and flag incomplete or missing documentation for follow-up by relevant staff.

B. Administrative and Office Support

• Provide general administrative support to the Operations Unit, including filing, document handling, and basic office coordination tasks.
• Assist in the reorganization of office space, including sorting, labeling, and relocating files, equipment, and supplies as required.
• Support inventory checks and basic asset tagging where necessary.
• Perform any other administrative tasks as assigned by the Operations Team.

C. Compliance and Quality Assurance

• Ensure adherence to confidentiality and data protection standards when handling sensitive financial and administrative documents.
• Maintain accuracy and consistency in document naming conventions and filing structures.
• Follow established Standard Operating Procedures (SOPs) for records management and administrative processes.

3. Learning Objectives

• The internship is designed to provide practical exposure and capacity development in the following areas:

A. Records Management and Digitization

• Gain hands-on experience in document digitization processes, including scanning, indexing, and electronic archiving.
• Develop understanding of records management systems and best practices within an international organization.

B. Administrative and Operational Support

• Build skills in office administration, coordination, and organizational processes.
• Learn how administrative functions support program delivery and institutional efficiency.

C. Exposure to UN Systems and Processes

• Gain familiarity with UN operational procedures, compliance standards, and documentation protocols.
• Understand the transition from manual to digital systems in organizational environments.

D. Professional Development

• Enhance attention to detail, time management, and organizational skills.
• Strengthen teamwork, communication, and professional work ethics in a multicultural work environment.

4. Expected Deliverables

• Digitized and properly organized archive of assigned financial and administrative documents.
• Updated and structured filing system (physical and/or electronic).
• Support to successful completion of office reorganization activities.

5. Supervision

• The interns will report to the Operations Manager and will receive day-to-day guidance from designated Operations Unit staff.

6. 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.

Please visit this link for more information on UN Women’s Values and Competencies Framework: 

Functional Competencies:

• Attention to detail and accuracy
• Organizational and time management skills
• Ability to handle confidential information with discretion
• Basic computer literacy (MS Office, scanning tools)
• Ability to work collaboratively in a team environment

7. Qualifications

Education:

• University studies in one of the following disciplines: Business Administration, Human Resource, Procurement, Finance, and Accounting or other relevant subjects is required. 
• Meet one of the following: 

1. Be enrolled in a graduate school programme (second university degree or equivalent, or higher); 
2. Be enrolled in the final academic year of a first university degree programme (minimum Bachelor's level or equivalent); 
3. Have graduated with a university degree and, if selected, must commence the internship within a two-year period of graduation; or 
4. Be enrolled in a postgraduate professional traineeship program which is part of a degree programme and undertake the internship as part of the program requirements. 

8. Renumeration:

• Interns who are not in receipt of financial support from other sources such as universities or other institutions will receive a stipend from UN Women to partially subsidize their basic living costs for the duration of the internship.

9. Application Information: 

• All applicants must submit a completed and signed P.11 form with their application.
• Due to the high volume of applications received, UN Women can ONLY contact successful candidates.
• The successful candidate will be required to provide proof of enrollment in a valid health insurance plan at the duty station of the internship, proof of school enrollment or degree, a scanned copy of their passport/national ID and a copy of a valid visa (as applicable).  

10. Language:

• Excellent communication skills (written and oral) in English are required; 

Statements :

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on 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 standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.