Administrative Internship

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Description

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How can you make a difference? 

UNICEF offers the opportunity for interns, talented university students, to gain valuable professional experience while being exposed to UNICEF’s work. At the same time, UNICEF benefits from working with interns as they are a significant asset, providing updated academic knowledge, technical know-how and other valuable skills to the organization. 

The Admin Intern will support the UNICEF Istanbul office in premises-related work, updating  Istanbul Common Services  SharePoint, receiving guests from reception, booking common meeting rooms, and obtaining permissions for necessary repairs or renovations. The intern will also be involved in tracking and following up on cargo shipments, both incoming and outgoing, and assisting with UN ID card applications for new staff members.

Key Responsibilities:

Guest Reception:

• Inform reception of expected guests and ensure they are directed to the appropriate person or meeting room.
• Greet and register guests upon arrival and ensure they are signed in properly.

Visa and Invitation Letters:

• Assist in preparing official visa and invitation letters for incoming staff.
• Coordinate with staff / requesting office to ensure all necessary documentation is completed in a timely manner.

Onboarding Support:

• Assist the Admin Officer with onboarding procedures, including preparing materials and coordinating with new staff members.
• Facilitate the MoFA Residency Permit application process for onboarded staff, ensuring all required documentation is accurate and complete.
• SharePoint and Documentation:
• Update the UNICEF Istanbul Common Services SharePoint site with new information, ensuring it is current and easily accessible to all team members.
• Maintain and update the tracking list for staff onboarding, ensuring all records are accurate and up to date.

Meeting Assistance:

• Assist in the organization and setup of meetings within the office premises, including booking meeting rooms, preparing materials, and ensuring the availability of necessary equipment.
• Ensure meeting rooms are well-maintained and ready for use, coordinating any required setup or logistical support.

Premises Management:

• Assist in maintaining office premises, ensuring they are clean, well-organized, and in good condition.
• Obtain necessary permissions and permits from building management for any repairs or renovations, ensuring these are completed in a timely manner.

Cargo Follow-Up:

• Track and follow up on incoming and outgoing cargo shipments to ensure timely delivery and receipt.
• Coordinate with courier services and internal teams to resolve any issues related to cargo shipments.

UN ID Card Application Follow-Up:

• Assist new staff members in completing the necessary documentation for UN ID card applications.
• Follow up with relevant authorities to ensure timely processing of UN ID cards for new staff.

DELIVERABLES

• A well-maintained and organized office environment.
• Accurate and timely documentation for visa and invitation letters.
• Efficient onboarding processes for new staff.
• Regular updates to the UNICEF Istanbul Common Services SharePoint site.
• Well-organized and supported meetings within the office premises.
• Timely and successful completion of premises-related tasks, including repairs and renovations.

To qualify as an advocate for every child you will have… 

• Be enrolled in an undergraduate, graduate or Ph.D. degree programme or have graduated within the past two years – Applicants must be at least 18 years old.
• To be fluent in English, with strong writing skills. Additionally, fluency in another official and working language of the UN would be an asset.
• To have excellent academic performance as demonstrated by recent university or institution records.

Source: https://jobs.unicef.org/cw/en-us/job/574822

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