Draft Internship Policy UNDP Ukraine (to be discussed) United Nations Development Programme

General Conditions of the Internship Programme Background The internship programme (IP) offers outstanding graduate-level students the opportunity to acquire direct exposure to UNDP's work with the objective of deepening their knowledge and understanding of UNDP’s goals, principles and activities. It is designed to complement development-oriented studies with practical experience in various professional aspects.

Typical tasks: conducting research; writing documents; cataloguing information; assisting in the organization of conferences, forums or other collaborative events; and publishing knowledge stories/best practices. General Conditions of the Internship Programme (cont) Functions are intended to be learning and developmental experiences that compliment advanced studies, providing an opportunity to make substantive contributions to an office’s work. They cannot be used to replace support staff or conduct strictly support functions.

General Conditions of the Internship Programme (cont) Eligibility Enrolled in a degree programme in a graduate school at the time of application and during the internship; or have completed at least four years of full-time studies at a university or equivalent institution. Proficient in English and computer literate. Keen interest in the work of the UN, and of UNDP in particular. The ability to successfully interact with individuals of different cultural backgrounds and beliefs (willingness to try and understand and be tolerant of differing opinions and views).

General Conditions of the Internship Programme (cont) Duration 4 weeks ≤ Internship Assignment ≤ 6 months Part-time and full-time basis throughout the year Working Conditions Desktop computer and an office space provided by the project. Subsequent Employment Cannot apply for posts during the period of internship. No expectation of further employment. 3-month break before an offer of employment.

Interns’ Expenses All costs connected with an internship (travel, visas, accommodation, etc) are borne by the nominating institution, related institution, government or by the student. ! Costs incurred by an intern in the discharge of his/her functions shall be reimbursed by UNDP under the same rules as costs reimbursed to staff members. General Conditions of the Internship Programme (cont) Insurance UNDP accepts no responsibility for the medical and life insurance of the intern or costs arising from accidents and illness incurred during an internship.

General Conditions of the Internship Programme (cont) Family Relationships Candidates having a family relationship with staff members will not be permitted to work in the same unit as the family member; however, they will be considered in accordance with the Internship Policy.

Responsibilities Intern Focal Point a)to ensure colleagues are aware of the policy and the procedures to be followed when recruiting and administering an intern; b)to liaise with potential supervisors and students; c)to monitor the recruitment process; d)to keep the records of interns; and e)to maintain a database of interested students.

Responsibilities HR Manager Oversee the internship programme, review the internship selection process and provide advice in managing the programme. Intern Focal Point a)to ensure colleagues are aware of the policy and the procedures to be followed when recruiting and administering an intern; b)to liaise with potential supervisors and students; c)to monitor the recruitment process; d)to keep the records of interns; and e)to maintain a database of interested students.

Responsibilities (cont) Hiring Unit prepare ToR and allocate funds, if required; a desktop computer and an office space for an intern; seek to ensure that intern’s assignment(s) is inline * with the Policy; final selection * amongst shortlisted candidates; a written evaluation of the intern’s performance, organize a meeting with the intern to provide constructive feedback; providing appropriate supervision and guidance.

Responsibilities Candidate Submits to HR Unit  a duly completed “UNDP internship application form”;  a letter from his/her university confirming current enrollment and graduation date;  a brief statement of purpose and expectetions;  a medical certificate of good health (for international intern)  a proof of medical insurance* (for international intern); and  a proof of life/accidental death insurance* (for international intern). * valid for the location in which the internship will be carried out

Responsibilities An intern ( “Internship Agreement”) a)observe all applicable rules, regulations, instructions, procedures and directives of the Organization; b)provide the receiving offices with a copy of all materials prepared by them during the internship; c)respect the impartiality and independence required of UNDP; d)may not communicate* at any time to external source any information known to them by reason of their association with UNDP or the receiving office, that they know or ought to have known has not been made public; and e)refrain from any conduct that would adversely reflect on UNDP or on the receiving office and will not engage in any activity which is incompatible with the aims and objectives of UNDP. * unless otherwise authorized by the appropriate official in the receiving office

Accountability Unsatisfactory performance or failure to conform to the standards of conduct may lead to termination of the internship at the initiative of UNDP. A two-week notice shall be given in such cases. The intern will reimburse UNDP for financial loss or for damage to UNDP-owned equipment or property caused by him/her, if such loss or damage: a)occurred outside the performance of services with UNDP; or b)arose or resulted from gross negligence or wilful misconduct or violation or reckless disregard of applicable rules and policies by the interns.

Accountability Unsatisfactory performance or failure to conform to the standards of conduct may lead to termination of the internship at the initiative of UNDP. A two-week notice shall be given in such cases. The intern will reimburse UNDP for financial loss or for damage to UNDP-owned equipment or property caused by him/her, if such loss or damage: a)occurred outside the performance of services with UNDP; or b)arose or resulted from gross negligence or wilful misconduct or violation or reckless disregard of applicable rules and policies by the interns.

Flowchart Intern Focal Point Hiring Unit Intern Focal Point Hiring Unit Intern Focal Point/ HRM Intern Focal Point Maintain a database of interested students Make a request and provide the TOR to Internship Focal Point Shortlist and provide the final list to the hiring unit Make a final decision Review & Clear the Selection Process Contact the selected candidate