Administration Intern

  • Internship, Short-term contract assignment
  • Posted on 23 August 2025
  • Save for later

Job Description

Background

Duties and Responsibilities

implementation of operational strategies, focusing on achievement of the following results:

  • Diligent transmission of documents at diverse processing centers and units;
  • Mapping and tracking of processed files with the implementation of SOPs;
  • Provision of inputs to the preparation of administrative results-oriented workplans.

Support to effective and efficient functioning of the Administrative unit focusing on achievement of the following results:

  • Effective participation in meetings, and providing reporting support through note taking;
  • Compilation and preparation of presentation materials, background information and documentation for meetings and missions;
  • Digitalization of documents (service requests, exonerations, accreditations etc);
  • Updating the Tracking tool with recent information on the status of processes;
  • Liaison services and follow-up of files at partner administrations (MINREX, MINFI, MINTRANSPORTS and DGSN, etc.).

Support effective administrative and logistical support, focusing on achievement of the following results:

  • Data collection related to shipments for the Organization and Administered agencies;
  • Verifying the completeness of fleet administrative documents;
  • Follow up with exoneration files at partner administration;
  • Follow-up with shipment delivery and reporting of challenges encountered;
  • Follow up processed requests for visas, consular cards and other accreditations;
  • Administrative support to workshops, retreats and meetings;
  • Data collection and review regarding common services;
  • Follow-up with effectiveness of assigned drivers to official errands;
  • Support drivers with updating the vehicle log (daily movements, gas consumption, and maintenance);
  • Assistance in the preparation of Administrative budget, and setting up of a Procurement Plan.

Support to office maintenance and assets management, focusing on achievement of the following results:

  • Collection of data on custody sheets for each office for asset reporting;
  • Verification and updating of asset tagging needs;
  • Provision of support to maintenance of common premises services.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

  • Participation in the training for the operations / projects staff on Administrative Operations;
  • Sound contributions to knowledge networks and communities of practice.>

Competencies

Required Skills and Experience

Education:

required

b) Have recently (within the last year) obtained a university degree (as defined in (a) above).

c) Fluency in French or English is required.

d) Secondary mastery of one of the two above-mentioned languages is an asset>

Experience:

asset

Experience in handling of web-based management systems. Is an asset

Knowledge in customs procedures, is an asset

Knowledge of MINREX procedures ( visas application procedure, protocole, diplomatic correspondances…) is an asset>>

Deadline: 30 Aug 2025

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