Administrative Support

Osaka, Japan

6 months

UNEP is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development with the United Nations system and serves as an authoritative advocate for the global environment. Background: As part of the Industry and Economy Division, UNEP International Environmental Technology Centre (UNEP-IETC) works with developing countries to implement sustainable solutions to environmental challenges, with focus on holistic waste management. The Centre promotes and advocates sustainability of waste management and disposal, based on the circularity principles and through the life-cycle approach. Sound management of waste contributes to all three pillars of sustainable development. In particular, UNEP-IETC provides technical and advisory support to national and local governments to enhance their use of environmentally sound strategies and approaches. UNEP-IETC also implements in-country demonstration projects using innovative waste prevention and management methods and technologies to improve human well-being, reduce the impact of climate change, increase resilience and create jobs. Working with a wide range of partners and in line with relevant multilateral environmental agreements, UNEP-IETC mission is to serve as a global centre of excellence on environmentally sound technologies with focus on holistic waste management. UNEP-IETC is also contributing to the Intergovernmental Negotiation Committee processes from the waste management perspective. The internship is located at UNEP-IETC Osaka duty station in Japan, and is for a duration of six (6) months, with one intern to be recruited. The Internship is UNPAID and full-time. The intern will work five days per week (35 hours) under the supervision of a staff member in the department or office to which the intern is assigned. The intern is not financially remunerated by the United Nations. Costs and arrangements for travel, visas, accommodation and living expenses are the responsibility of the intern or their sponsoring institution. Tasks: The specific daily responsibilities of the intern will depend on the Programme Officer to whom the intern is assigned; the nature of specific projects and the internship duration. Duties may include, but are not limited to the following: (1) Administrative Support (approximately 60%): 1) Draft general correspondence and assist in the preparation of periodic reports, briefing notes, graphic and statistical summaries, financial spreadsheets; 2) Support the procurement process, including collecting quotations from vendors and drafting related documentation; 3) Assist with office maintenance and inventory management, including liasing with the host prefectural government and supporting organizations, conducting physical verification of equipment and updating inventory lists; 4) Process and follow up on administrative actions, including obtaining necessary clearances and tracking progress; 5) Provide logistical support for meetings and workshops, including note-taking, coordinating travel arrangements of meeting participants and consultants; 6) Assist in analysing office environmental footprint and initiatives aimed at reducing it; 7) Assist in drafting documents related to protocols; 8) Assist with IT-related issues, including coordination with IT team and vendors; and 9) Handling shipping and postage. (2) Project Support (approximately 25%): 1) Draft analyses of policies and reports on scientific research; 2) Assist in drafting or assessing documents related to UNEP’s programme of work, including the development of technical documentation, guidance or tools related to waste management; and 3) Draft outreach and educational materials. (3) Other Duties (approximately 15%): 1) Respond to basic information requests and inquiries; 2) Assist with organizing office materials, supplies, files and archives; and 3) Perform other duties as assigned.

Applicants must be a student in the year of the first university degree (bachelor or equivalent), Master’s or Ph.D. Programme or equivalent, or have completed a Bachelor’s, Master’s or PH.D. Programme within a year. Also, applicants should have good knowledge of standard software applications, such as Microsoft Office products, as well as overall digital and internet technologies. Applicants to the UN Internship Programme are not required to have professional work experience. However, a field of study that is closely related to the type of internship that you are applying for is required. Applicants must be a student in the year of the first university degree (bachelor or equivalent), Master’s or Ph.D. Programme or equivalent, or have completed a Bachelor’s, Master’s or PH.D. Programme within a year. Do you meet any of the above criteria? If yes, please indicate which one and attach proof to the application. Please note that you will have to provide an official certificate at a later stage.

English and French are the working languages of the United Nations Secretariat. For this internship, fluency in oral and written English is required. Intermediate proficiency in written and oral Japanese will be an asset.

Assessment Potential candidates will be contacted by hiring manager directly for further consideration. Special Notice Your application for this internship must include: 1. A completed application (Candidate Profile) and Cover Note through the UN careers Portal. Incomplete applications will not be reviewed. The Cover Note must include: - Title of the degree you are currently pursuing; - (Expected) Graduation Date; - Explain why you are the best candidate for this specific internship; and - Explain what you hope to gain from the internship. In your Personal History Profile (CV), be sure to include all past work experiences (if any), IT Skills and Programmes that you are proficient in using and three references. 2.Proof of enrollment from current University (if not graduated). (click on the following link to obtain a template and attach to your application: http://unon.org/content/internship-programme) 3. A certified copy of degree certificate (if you have already graduated). Due to the high volume of applications received, ONLY successful candidates will be contacted.

Interns are not financially remunerated by the United Nations. Costs and arrangements for travel, visas, accommodation and living expenses are the responsibility of interns or their sponsoring institutions. Interns who are not citizens or permanent residents of the country where the internship is undertaken, may be required to obtain the appropriate visa and work/employment authorization. Successful candidates should discuss their specific visa requirements before accepting the internship offer.