CBO Service Desk Intern & CBO Protocol & Admin Intern (Paid Interships) – United Nations Vietnam

INTERNSHIP – TERMS OF REFERENCE

Title: Intern
Number of positions: Two full-time interns (One for protocol & admin service & One for Service Desk)
Organizational Unit: Common Back Office
Duration: Six Months
Supervisor: Common Back Office Manager

FUNCTIONS

The UN Common Back Office (CBO) provides operational support services to the UN agencies residing in the GOUNH at 304 Kim Ma, Ba Dinh, Hanoi.The Common Back Office offers 6-month internship opportunities to highly motivated applicants in order to support with the CBO’s daily operations and task flow. The two interns will work under the overall leadership of the CBO Manager while reporting directly to their team leaders.More specifically, the CBO seeks two full-time interns – one for Service Desk Team and one for the Protocol Service Team with the below principal functions. Further details shall be discussed during interviews.For the Service Desk Team, the intern is expected to contribute to the following tasks:

Assist daily operations of SD Front Desk in receiving requests for common services via phone calls, emails, and in person, responding and routing the requests to relevant technicians.
Assist in receiving visitor registration and timely enter the system for security list.
Assist with conference/meeting service: prepare conference badges, welcome/ signage, provide logistic support to events, etc.
Assist with preparation of GOUNH access data for daily access reports.
Assist with filing and documentation
Assist with communication to GOUNH users and other teams via Intranet and other communication manners
Support to CBO related activities
Provide other admin assistance as/when required.

For the Protocol & Admin Service Team, the intern is expected to contribute to the following tasks:

Assist with filing and documentation
Assist in updating the database
Providing logistical support for protocol activities and services
Assist in recording tickets and extracting data on/from the Service Desk software
Assist with CBO admin tasks, including but not limited to stationery audit & refill, inventory and ad-hoc translation
Assist with communication to GOUNH users and other teams via Intranet and other communication manners

GENERAL CONDITIONS

1. Interns’ Expenses: UNDP Intern Stipend Policy is applied.2. Insurance: UNDP accepts no responsibility for the medical and life insurance of the intern or costs arising from accidents and illness incurred during an internship.3. Third-party claims: UNDP is not responsible for any claims by any parties where the loss of or damage to their property, death or personal injury was caused by the actions or omission of action by the interns during the internship.4. Subsequent Employment:The purpose of the Internship Program is not to lead to further employment with UNDP but to complement an intern’s studies. Therefore, there should be no expectation of employment at the end of an internship.

5. Status:

Interns are considered gratis personnel. They are not staff members.
Interns may not be sought or accepted as substitutes for staff to be recruited against authorized posts.
Interns may not represent UNDP in any official capacity.

6. Benefits:

Upon completion of the internship, the intern shall be presented with a Certificate of Completion by UNDP to acknowledge her/his efforts and contribution
Exposure to a multi-cultural working environment where one is encouraged to grow to their fullest potential
Team building activities (happy hours, bonding parties)

COMPETENCIES

Core Competencies:

Demonstrate commitment to UNDP’s mission, vision and values;
Display cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Focus on result for the client and respond positively to feedback;
Consistently approach work with energy and a positive, constructive attitude; remain calm, in control and good humored even under pressure.

Qualifications and Experience

Applicants to the UNDP internship program must at the time of application meet one of the following requirements:

Be enrolled in the final academic year of a first university degree program (Bachelor’s level or equivalent);
Have graduated with a university degree (as defined above) and, if selected, must start the internship within one-year of graduation.

The intern should have the following qualifications and skills:

Be able to communicate in English effectively;
Good command of computer skills: MSWord and Excel are required;
Familiarity with database software and adequate skills in data entry;
Able to verify and correct the inaccurate data in the database.
Familiar with for image/video processing is an advantage

Learning Expectations

Although GOUNH will not provide interns with a formal training program, interns will gain hands on experience in administration management, specifically, at the end of the internship, the inter will:

Get to know how an office operations performs
Get to know how to handle different administrative issues
Get to know how the document management system works
Becoming familiar with all office equipment and other IT applications
Becoming fully capable and confident in making working in a multi-culture working environment.

Interns will be encouraged to attend briefing sessions on topics of interest to them and may from time to time take part in relevant GOUNH events when available.