Executive Intern

Description du poste:

Background
The United Nations Development Programme (UNDP) works in over 170 countries and territories, partnering with governments and stakeholders to eradicate poverty, reduce inequalities, and build resilience to sustain development gains. In Tanzania, UNDP supports the Government and national partners in advancing the Sustainable Development Goals (SDGs) through integrated interventions across governance, inclusive economic transformation, environment and climate action, energy, innovation, and partnerships.
The Office of the Resident Representative (RR) provides overall strategic leadership, coordination, and representation of UNDP in Tanzania. It plays a central role in setting strategic direction, ensuring alignment with national priorities and UNDP corporate objectives, strengthening partnerships with government, development partners, the private sector, and the UN Country Team, and overseeing the quality and coherence of programme delivery and operations.
The Executive Associate's Office supports the Resident Representative in the effective management of day-to-day executive functions, including coordination of high-level engagements, internal and external communications, briefing and scheduling, follow-up on strategic actions, and liaison with senior government officials, partners, and UNDP country, regional, and headquarters offices. The Office serves as a critical hub for information flow, institutional memory, and protocol management.
Given the increasing complexity of the Country Office portfolio, the volume of high-level engagements, and the emphasis on strategic positioning, results reporting, and partnership management, there is a need for dedicated internship support in the Executive Associate's Office. The Intern will contribute to strengthening coordination, documentation, and organizational effectiveness, while gaining practical exposure to executive-level processes, UNDP corporate systems, and strategic management in a multicultural development environment.

Position Purpose
The Intern will support the Executive Associate in the Office of the Resident Representative, including the Deputy Resident Representatives' Offices, by assisting with executive coordination and day-to-day office management. This includes following up on action points from senior management meetings, updating information on the status of UNDP portfolios and their respective projects, supporting the management of incoming correspondence, maintaining proper electronic and physical filing systems, and assisting with calendar management, conference room bookings, and meeting logistics. The Intern will also support administrative aspects related to official travel, gaining practical learning exposure to executive coordination, information and records management, and UNDP travel and protocol processes, while developing professional skills in organization, communication, discretion, and results tracking within a dynamic UN development environment.

Duties and Responsibilities
Under the direct supervision of the Executive Associate, the intern will:
* Track and monitor action points arising from meetings of the Resident Representative (RR) and Deputy Resident Representatives (DRRs).
* Maintain an up-to-date action tracking matrix and follow up with responsible offices to ensure timely implementation.
* Maintain portfolio snapshots, including key activities, budgets, and workplan implementation status.
* Provide concise and timely portfolio updates upon request by the RR Office.
* Track incoming and outgoing correspondence, including pending responses and follow-up actions.
* Ensure correct folio usage and compliance with UNDP filing and records management standards.
* Ensure all monthly Town Hall meetings are scheduled in advance and supported through completion.
* Support preparation of draft documents and working materials for internal review purposes.
* Ensure that all documents are reviewed and cleared by the Executive Associate prior to any circulation.
* Handle all information with full discretion and in strict accordance with UNDP confidentiality and Ethics standards.
* Assist with administrative aspects of official travel arrangements, including travel bookings, coordination with relevant units, and preparation of required documentation.
* Support tracking and follow-up related to approved travel schedules and arrangements, in line with UNDP procedures.
* Support situational awareness for the RR Office by scanning relevant national and global news and flagging notable developments for internal review.
* Coordinate booking and scheduling of the 8th Floor Conference Room.
Expected Outputs:
* Effective executive coordination and follow-up delivered, demonstrated through up-to-date action-tracking matrices, timely follow-up on RR and DRR decisions, accurate meeting records, and the advance scheduling and successful conduct of all monthly Town Hall meetings.
* The RR Office has a clear view of programme progress, with up-to-date portfolio snapshots and short, timely updates on activities, budgets, and workplan status.
* Information and records are well managed, including correspondence tracking, proper filing, correct document clearance, and full respect for confidentiality rules.
* Day-to-day operations run smoothly, with timely support for travel arrangements, meeting and conference room scheduling, and brief updates on important national and global news for internal awareness.
Learning Objectives:
Gain practical experience in executive-level coordination and office management within UNDP, developing skills in follow-up of senior management decisions, information and records management, meeting support, and professional discretion in a high-level leadership environment.

Required Education and Qualification.
Education:
* Be enrolled in a postgraduate degree programme (such as a master's programme, or higher);
* Be enrolled in the final academic year of a first university degree programme (such as bachelor's degree or equivalent);
* Have recently graduated with a university degree (as defined in (a) and (b) above) and, if selected, must start the internship within one-year of graduation;
* Be enrolled in a postgraduate professional traineeship program and undertake the internship as part of this program.
* Required disciplines in Development Studies, International Relations, Public Administration, Business Administration/Management, Political Science, Social science or related fields
Qualification (Skills, Knowledge & Language):
To be considered for the position, individuals are required to meet the following criterias
* Ability to work with people from diverse cultural backgrounds
* Interest in international development and alignment with UNDP's mission
* Adaptability, willingness to learn, and ability to take on challenges.
* Attention to detail, creativity, and ability to work in a fast-paced environment.
* Respect for UN values and the UNDP Statement of Purpose
* Self-motivated and able to work both independently and as part of a team.
* Proficiency in English. Working knowledge of other UN language desirable

Competencies
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Required Documents
Please fill all required boxes in the application system including education, experience, nationality etc. and upload below documents with your application:
a) CV and Motivation letter
b) Copy of Academic Certificates & Transcripts

Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Use of AI by candidates
Applicants are invited to read UNDP's guidance for candidates on using AI responsibly in UNDP recruitment and selection
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