Administration Intern (Intern - Intern - WWF Pacific Islands - Fiji - Operations)

JOB DESCRIPTION

Position title:             Administration Intern

Department:              Fiji Administration Department

Reports to                  Fiji Administration Coordinator

Supervises:                 Nil

Office:                        WWF-Pacific (Fiji)

Location:                    Suva, Fiji

Weekly Hours:          37.5 hours

Contract Period:       6 months (Contract renewal is subject to Performance and Budget Availability)

Context:

The Fiji Administration team is involved in providing administration support, including but not limited to procurements relating to the project activities, and building efficiencies to build the organization on its road to a growth trajectory in terms of conservation outcomes. The Team believes in a shared leadership approach with a diverse group of people. WWF-Pacific has embarked on a strategic and transformational process to strengthen its management and leadership capacities, improve its program quality and effectiveness, and establish operational systems and infrastructure that are fit for purpose. and brand positioning within the region. In parallel, the organization is forging a learning culture where shared leadership, productivity, continuous improvement, diversity, and inclusion are promoted and encouraged.

I. Background 

Under the guidance and direct supervision of the Administration office, the Admin Intern will be employed to assist with providing front desk support and carrying out day-to-day administration tasks assigned by the administration officer. The Admin Intern ensures administration tasks are performed in accordance with WWF policies and procedures at all times.

II. Mission of the Department

To construct and introduce structured procurement processes and policies in accordance with the WWFI standard and standardize processes across the three country offices. To improve service delivery to internal and external stakeholders and the timely processing of administrative requests to ensure that the project activities are implemented as planned.

III. Major Functions

Ensure that the day-to-day administration operations for the WWF-Pacific Fiji Country office is carried out in accordance with WWF Administration policies and procedures also maintain transparent timely and effective administration reporting to WWF Administration officer

IV. Major Duties and Responsibilities:

The Administration intern will work under the general direction and guidance of the Administration Officer and will undertake the following activities:

1. Reception duties in absence of the Logistics Support officer.
2. Receive deliveries of items, letters on behalf of WWF and dispatch them accordingly
3. Provide Support to Administration and Logistics Support Officer as needed
4. Process monthly utilities and service agreement purchase requisitions
5. Look into stationery restock-ever month
6. Assist staff with any clerical request (photocopying, binding, scanning etc)
7. Update stock card for any stationery request
8.  Data entry on South Pole Carbon Emission Portal
9. Assist in procuring basic items for the office
10. Assist in managing and recording petty cash expenses.
11.  Other task assigned by the Administration Coordinator

IV. Profile:

Required Qualifications:

• Degree or working towards a degree in Business Administration 
• Prior Internship Experience or extra curriculum activities would be an added advantage.

Required Skills and Competencies:

• Ability to work with minimum supervision,
• Possess drive and initiative, with ability to contribute and achieve objectives.
• Excellent interpersonal skills;
• Strong versatile nature with the ability to commit to a team and also work independently;
• Demonstrated basic to moderate PC-based computer skills
• Good knowledge of record keeping
• Adhere to WWF’s behaviors: Strive for Impact, Listen Deeply, Collaborate Openly, Innovate Fearlessly
• Adhere to WWF’s values: Courage, Collaboration, Integrity and Respect.

V. Working Relationships:

Internal: WWF-Pacific:  

• Direct line report to the Administration officer to ensure timely completion and adherence to work planning and performance assessments and delivering of activities according to WWF internal procedures, and compliance with WWF Anti-Fraud and Corruption Policy.
• Nurture and maintain positive relationships with all WWF staff members.
• Support internal program events when required

External:

Regular liaison with WWF’s external supplier to ensure that the value for money is obtained when purchasing goods and services. To maintain professional relations with suppliers by establishing regular channels and methods of communication, such as emails, calls, meetings, or reports, and use them to share information, updates, feedback, and concerns.

This job description covers the main tasks. Other tasks may be assigned as necessary according to organizational needs.

Approved by Line Manager: _______________________ Date: _______________

Accepted by Staff member: ________________________ Date: ______________