DOS - Department of Operational Support

DOS in New York, USA

Posting Title: INTERN – ADMINISTRATION (2 openings), I (Temporary Job Opening)

Job Code Title: INTERN – ADMINISTRATION

Department/Office: Department of Operational Support

Duty Station: NEW YORK

Posting Period: 03 October 2022 – 31 December 2022

Job Opening Number: 22-Administration-DOS-191032-J-New York (A)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and Reporting

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.

The Human Resources Services Division (HRSD) provides dedicated services in support of human resources requirements of client entities, from process development through service delivery. The Division establishes and manages rosters across all job families, organizes testing and examinations, provides operational support and other advisory service for clients for the full spectrum of their delegated authorities, and supports managers and business partners in the use of non-staff personnel.

The Non-Staff Capacities Unit (NSCU) provides support to managers and business partners on the use of non-staff personnel, such as consultants, government-provided personnel and United Nations Volunteers. The Unit helps clients to obtain the necessary capacities to deliver on their mandates while ensuring adherence to relevant General Assembly resolutions and the framework applicable to the use of non-staff capacities. The Unit also facilitates better

coordination with Member States on issues related to personnel contributed by their Governments under non-staff modalities and ensures that these capacities be obtained in compliance with the mandates of General Assembly resolutions.

This internship is located in the Non-Staff Capacities Unit (NSCU), the Human Resources Services Division (HRSD), Office of Support Operations (OSO), Department of Operational Support (DOS).

The internship is for a minimum of three months, with a possibility for extension up to six months, under the supervision of the Chief of Unit. The internship is UNPAID and full-time. Interns work five days per week (35 hours). The internship is fully remote and depending on the circumstances it could also be held on a hybrid basis (three days fully remote and two days in person in our NYC office).

Responsibilities

The intern works as a full member of our team, pursues project assignments that are designed to make a significant impact on our work, and has opportunities to learn about the United Nations overall. The internship will focus on the following areas that will contribute to our current main project: 1. Assist with the Joint Study between the UN Secretariat and the UNV Programme, focusing on the current use of UN Volunteers in UN Secretariat field missions across the globe. The responsibilities include, but are not limited to, performing and coordinating a variety of administrative duties and tasks within very tight deadlines for the programme manager; statistical data analysis; demographics analysis; preparation, coordination and launching of surveys, focus groups, consultations and group discussions; support with the analysis of information and assessment for the variability of deployment; write up and presentation of the recommendations for improvement.

2. Assist in updating the Knowledge Gateway periodically as well as the Non-Staff catalogue. Provide insights as to the need for improvement, create a project plan to organize related documentation and support the implementation.

3. Assist with the communication strategy and management of the Non-Staff community of practice.

4. Assist with ongoing improvements to, and maintenance of, Non-Staff process guides, Q&As, Non-Staff documentation in general, databases, spreadsheets and other organizational tools for improved delivery, data maintenance and availability of pertinent information from the reports generated.

5. Learn new tools to aid in-process improvements for Non Staff products.

6. Assist in the creation of workflow diagrams for Non-Staff processes and procedures.

7. Contribute to the development of Job Aids for HR tools such as the Inspira (Oracle/PeopleSoft) recruitment system and others.

8. Assist in drafting and preparing documents, human resources guides, presentations, newspaper articles, reports, etc.

9. Assist in maintaining files and databases for Microsoft Teams and SharePoint.

10. Assist in evaluating and visualizing large amounts of data from multiple sources.

11. Initiating and carrying out other assigned tasks/special projects.

Competencies

PROFESSIONALISM: Shows pride in work and in achievements; demonstrates professional competence, mastery of subject matter and good analytical skills, is conscientious and efficient in meeting commitments, observing 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. The following knowledge, skills or abilities are sought:

  • Knowledge, skills, abilities in researching complex issues with legal implications;
  • Knowledge, skills, abilities in key business tools (e.g. Excel, PowerPoint, PowerPivot)
  • Knowledge, skills, abilities in management analytics, visualization or survey design, information hierarchy and design principles
  • Knowledge, skills, abilities that enable working on consulting-style projects
  • Knowledge, skills, abilities in communication, and change management

PLANNING & 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; and uses time efficiently.

TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

To qualify for an internship with the United Nations Internship Programme, the following conditions must be met: Applicants must meet one of the following requirements: (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 degree or equivalent)

Applicants must also:

  • Be computer literate in standard software applications, especially MS Excel;

  • Have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter;
  • Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views;
  • Preference will be given to applicants with an educational background in Business Administration, Project Management, Industrial/Organizational/Occupational Psychology, Human Resources and Quantitative Methods.

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.

Knowledge of Project Management methodologies is desirable.

Data Analysis is desirable

Excellent writing skills as well as technical writing is desirable

Knowledge of Microsoft applications such as Teams and SharePoint is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. Fluency in spoken and written English is required for the internship. Knowledge of an additional official UN language is an asset. Arabic, Chinese, English, French, Russian and Spanish are the official languages of the United Nations Secretariat.

Assessment

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

Special Notice

The internship is fully remote and depending on the circumstances it could also be held on a hybrid basis (three days fully remote and two days in person in our NYC office).

The intern must have relevant equipment to access all UN tools and software remotely. Access and a UN email address will be provided.

TO APPLY: A completed online application, including a cover note and personal history profile (PHP) is required. Incomplete applications will not be considered.

The cover note must include:

  • Title of degree that the applicant is currently pursuing or completed.
  • Graduation date (when applicant graduated or will be graduating from the programme);
  • The IT skills and programmes that the applicant is proficient in;
  • An explanation as to why the applicant is a suitable candidate for this specific position;
  • An explanation of the applicant’s interest in the United Nations Internship Programme; and
  • The applicant’s availability time frame for the internship.

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

Due to a high volume of applications received, ONLY successful applicants will be contacted.

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.

Tags: advisory services, change management, data analysis, human resources, human rights, humanitarian law, internship, project management, regional commissions, sharepoint, statistical data, technical writing, unpaid