Executive Intern

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.

Office

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.

Executive Associate’s Office

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.

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.

Duties and Responsibilities

• 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 adherence to 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.