Steps

Create Terms of Reference (ToR)

Responsible Party

Template/Guideline

Explanatory Notes

Steps

Advertise vacancy or source from a Roster

Responsible Party

Template/Guideline

Explanatory Notes

·   Must be advertised individually (or generically for rostering purposes) on the UNDP job-site(s); or 
·   Sourced from a Roster.

Steps

Candidate assessment

Responsible Party

Template/Guideline

Explanatory Notes

·         Long-listed candidates should submit, in addition to application, cv and letter of motivation:

o    Letter from the candidate’s university confirming current enrolment and graduation date, if applicable;  

o    Copy of the candidate’s school transcript; 

o    Endorsement letter or letter of reference from a faculty member, if requested;

o    Prepare a shortlist.

Steps

Check references and recommend candidate.

Responsible Party

Template/Guideline

Explanatory Notes

·   Reviews short-list of candidates and informs HR focal point of final decision.

Steps

Confirm offer of internship, and provide offer letter/package

Responsible Party

Template/Guideline

Explanatory Notes

·   Confirms acceptance to internship and start/end dates;
·   Establish if intern is financially supported by any other institution or programme.
·   Confirms amount of stipend/remote stipend, if any, and insert in intern agreement letter;
·   Advise where and to whom to report
·   Include a copy of the ToR;
·   Advise that internship is subject to:

• A signed UNDP Internship Agreement Form (also available in French and Spanish)
   
• A signed Supplementary Agreement for Remote internship  
   
• Medical Certificate of Good Health;
   
• Proof of medical insurance for duration of contract;

·   All forms must be completed/signed by intern prior to start of internship.

·  Register intern's details into Quantum.

Steps

Orientation
 

Responsible Party

,

Template/Guideline

Explanatory Notes

·   Upon arrival, intern should be given:

o  An overview of security and safety in the duty station and inserted in the security plan as necessary;

o  Briefing on conduct and responsibilities of UN personnel, and framework for reporting allegations of workplace and sexual harassment, abuse of authority and fraud or mismanagement of funds

o  A copy of the Regulations Governing the Status, Basic Rights and Duties of Officials other than Secretariat Officials, and Experts on Mission   ;

o  Briefing on the project to which intern will be assigned, its objectives, structure and inputs, including his/her specific role and activities directly related to the ToR;

·  Discuss/review learning objectives of the internship

Steps

Training (if required)

Responsible Party

Template/Guideline

Explanatory Notes

Receiving office is responsible for the development of a relevant programme of learning for the intern for the duration of the internship.

Steps

Stipend
 

Responsible Party

OHR Policy and Compensation Unit,

HR/Administrative Focal point

Template/Guideline

Explanatory Notes

·  The OHR Policy and compensation unit will periodically publish a schedule of stipends/remote stipends by duty station. The stipend is normally paid in the same currency as local payroll. 

·  Track any unjustified absences during the internship period exceeding a total of nine days, 

·  Full days where the intern does not report to the office, in excess of 9 days and does not provide sufficient justification, are deducted from the monthly stipend on a prorated basis.  

·  Ensure that the stipend/remote stippend is remitted to the intern on a monthly basis. 

Steps

Evaluation

Responsible Party

Template/Guideline

Explanatory Notes

·   Performance discussions should be held at least once at the midpoint of internship.

·   At the end of the internship, the intern’s Supervisor shall prepare an internship evaluation and meet with the intern to discuss performance and provide feedback.

·  Provide UNDP certificate upon completion of internship.