Step

Create Terms of Reference (ToR)

Responsible Party

Template/Guideline

Explanatory Notes

Step

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.

Step

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.

Step

Check references and recommend candidate.

Responsible Party

Template/Guideline

Explanatory Notes

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

Step

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.

Step

Orientation
 

Responsible Party

Template/Guideline

Explanatory Notes

·   Upon arrival, the 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 (ST/SGB/2002/9);

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

Step

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.

Step

Stipend
 

Responsible Party

OHR Policy and Compensation Unit,

HR/Administrative Focal point

Template/Guideline

Explanatory Notes

· The internship stipends are currently under review by OHR. In the meantime, the stipend rates issued in 2023 continue to be applicable in 2024. 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 stipend is remitted to the intern on a monthly basis. 

Step

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.