Overview
Administration Intern Jobs in Juba, Central Equatoria, South Sudan at UNOPS
Title: Administration Intern
Company: UNOPS
Location: Juba, Central Equatoria, South Sudan
Job Highlight
This internship offers valuable exposure to the operations of a UNOPS and provides a foundation for a career in administration or related fields. The intern will develop essential skills in communication, organization, and problem-solving while contributing to the mission of UNOPS in South Sudan.
About
About the Project Office
Since 2005, UNOPS has supported South Sudan’s development through critical infrastructure projects that improve access to essential services and livelihoods, particularly in rural and underserved areas. Efforts focus on the design, construction, and rehabilitation of roads, airstrips, ports, and bridges to enhance connectivity and promote economic activity. UNOPS also builds schools, health facilities, and government offices to strengthen basic service delivery and institutional capacity. In addition to infrastructure, UNOPS provides procurement and operational support to the Government and development partners, enabling efficient and transparent implementation of key initiatives. All efforts are geared toward improving socio-economic conditions, fostering resilience, and supporting long-term development across South Sudan.
Role Purpose
The Administration Intern will provide essential support to the administrative functions of the UNOPS South Sudan office, ensuring efficient and effective office operations. The intern will assist with admin, operation, logistic and protocol requests, assist with procurement and vendor payments, handle requests and queries related to Admin request , vendor payments, office supplies management, and general administrative tasks as required by the supervisor and other units.
Functions / Key Results Expected
- General Office Administration
General Office Administration: Support a wide range of administrative duties/processes, such as organizing Meetings, booking rooms, setting up tech, and preparing background documents when required.
Compiling meeting minutes and following up on action points, support with procurement and contract management tasks.
Assist in managing incoming and outgoing mail to/from partners, and Government and follow up on
- Protocol and Liaison
Support travel arrangements for all official travels, and ensure timely response, proper documentation, and payment processing.
Coordinate Visa and Insurance Registration process for all international staff and ensure timely renewal.
- Records Management:
Maintaining, organizing, and digitizing files, templates, and corporate documents on shared drives.
- Accommodation and Facilities Management
Support with the Accommodation and facility Management. Receiving request, allocating room, coordinating preparation of rooms for clients and checking in clients to the Accommodation.
Support with timely Maintenance of facilities for both Office and Accommodation.
- Logistics & Asset Management
Inventory Control: Tracking office equipment, conducting physical verification, and compiling accurate inventory reports.
Support with Asset Tagging, update Register, Verification, disposal, submission for loss and Damage, preparation of RIR
Fleet Support: Coordinate allocation of drivers and vehicles through the systems for staff pickup, drop off, airport pickups, processing of license, scheduled vehicle maintenance, Motor vehicle Insurance policy, license plates & Claims and Review SSCO Fleet requirementS.
Coordinate Maintenance for all UNOPS vehicles, and Generators
Support payment transaction tasks, prepare files and supporting documents, and upload onto relevant systems. Follow up on timely approvals of all RFP’s.
Goods Receipt: Administering incoming goods, checking deliveries against invoices, and compiling delivery reports. Preparing RIR for the delivery.
- Office Supplies and Refreshments Management and Administrative Support
Ensure sufficient supplies and procurement for all refreshments and office supplies for meetings/training and workshops taking place in office meeting rooms.
Serve and prepare beverages/refreshments and assist in preparing food and snacks for meetings/training/workshops as required.
Monitor stationery and office supplies monthly, ensuring all supplies are well-maintained and the list accurately reflects the actual stock.
Assist in photocopying, scanning, binding, typing, and filing office documents as requested by the Administrative Officer
- Logistics & Asset Management
Inventory Control: Tracking office equipment, conducting physical verification, and compiling accurate inventory reports.
Fleet Support: Coordinating with car rental companies or local drivers to allocate vehicles for field missions.
Travel & Procurement Support: Travel Arrangements: Preparing travel authorizations, booking flights, and coordinating movement logs for UN personnel.
Financial Processing: Gathering supporting financial vouchers, verifying vendor log sheets, and prepping files for payment entry.
Assets Management: Support with Tagging and replacing of Assets Tags, Asset Management, Verification and disposal
- System Data Entry
Inputting data into the UNOPS ERP (Enterprise Resource Planning) system.
Education Requirements
Required:
- The applicant must be enrolled in, or have graduated within the past 36 months from, a University degree program (Bachelor's or Master's). Preferred fields include Business Administration, Public Administration, Human Resources, or related fields.
Desired:
- Area of study should preferably be in Administration & Operations
Requirements
Experience Requirements
Desired:
- While no prior work experience is required, some experience in Experience in administrative support or customer service or related fields would be an asset.
- This localized position is only restricted to South Sudan Nationals.
