Administrative Internship – Istanbul Common Services, UNICEF Istanbul, Republic of Turkiye 3 months

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. 

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. 

And we never give up. 

For every child, a fair chance

Please watch this video

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:

1. 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.

For every Child, you demonstrate… 

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…
(1) Builds and maintains partnerships(2) Demonstrates self-awareness and ethical awareness(3)Drive to achieve results for impact(4)Innovates and embraces change(5) Manages ambiguity and complexity(6)Thinks and acts strategically(7)Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.
We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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.

 

Remarks:  

Duty Station: Istanbul

Supervisor: Administrative Officer

Duration: 3 months

Stipend: In accordance to UNICEF’s guidelines, interns will be paid a nominal stipend per month. There is no expectancy of employment at the end of the internship. 

Insurance:
UNICEF will not be responsible for costs arising from accidents and/or illness incurred during the intern’s service, whether on or off UNICEF premises. Therefore, the selected candidate must provide proof of enrolment in a health/accident plan prior to start his/her work. If accepted, the intern will be required to provide a copy of health insurance coverage and to fill out the relevant UNICEF forms on conditions regarding service as an intern.