Internship Opportunity with UNDP in Ethiopia: Common Service Assistance

The Common Service Assistance works in close collaboration with Mekelle PSO team, Operations and staff from collocating agencies in gate pass management and related issues in the One UN Common Premises.

Under the guidance and direct supervision of the Operations Manager, the Common Service Assistance contributes to the overall UN Common Premises Management Services including but not limited to;

• checking and registering the identity of visitors entering to the One UN Common Premises.
•  S/he will routinely check their ID cards, register and assign each visitor with a badge and
•  ensure that they have appointment and/or are allowed to the office by a designated officer from one of the collocating agencies.

Check:  UNDP (Paid Internship) Team Leader Inclusive Growth and Human Development in Tunisia

Duties and Responsibilities

2.   Scope of Work, Expected Roles and Responsibilities of the Incumbent

2.1   Routinely check the identity of visitors.  

• As a front desk officer, the Common Service Assistance will be responsible to daily check the identity of each visitor, register the time of entrance and exist and check if s/he has the permission to visit at least one of the staff from the collocating UN agencies.
• Closely work with the security personnel to manage and control the entrance of the premises.
• Support guests to properly and timely locate office numbers they want to visit,
• Receive incoming letters from partners and distribute them to their destination.

2.2   Ensure cleanness of the compound including waste management system.

• Closely work with the Operations Manager and/or Facility Personnel to ensure all cleaning and waste management services are in place.
• Report to the Operations Manager and the cleaning company if any cleaning and utility related issues that need attentions/actions are in place.

2.3    Manage utilities in the common UN premises.  

• Follow-up all availability of utilities (water, telecommunication, electricity) of the common premises and report to the Operations Manager and/or Facility Personnel
• Closely work with Operations Manager and/or Facility Personnel to ensure utilities related payments are paid and settled.
• Follow and support utility authorities to enter and take readings and do any required fixations.

2.4   Manage the common UN Conference Hall

• Manage the schedule of the common premises meeting hall and ensure that it is ready for services as per the demands of the collocating UN agencies on a daily basis.
• Check the cleanness of the conference room and manage the schedule.
• Report to the Operations Manager and/or Facility Personnel, if there is a need to fix/clean or maintain the common UN Conference Hall

2.5   Perform any other duties as s/he may be assigned by the immediate supervisor and/or Common UN Premise Manager

3.   Institutional Arrangement and Reporting Lines

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the common premises and the Organization.