Administrative Assistant at United Nations Office at Nairobi (UNON)

Daily responsibilities will depend on the individual's background, the intern's assigned office, and the internship period.

• Under the supervision of the respective Senior Administrative Assistants of the Facilities Management & Transportation Section - FMTS (commercial services, operations, Transport and archives), the interns will: Budget, Finance and Contract Management
• Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services as guided by respective team lead/s. •Assist in monitoring material inventory, ensure sufficient safety stocks and monitoring of goods issuance. •Assist in auditing the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Assist with follow up on suppliers/ vendors payments and draft routine correspondence as guided by respective team lead/s. General Administration and Operations Support.
• Assist the operations team to ensure the proper organization, implementation, monitoring and control of procurement actions in progress as guided by respective team lead/s. •Assist the respective teams with filing documents, typing, copying and minute taking.
• Assist with daily customer service at the front desk and drafting of office correspondence.
• Maintaining and updating the UN Fuel Station Integrated System, UN Recreation Centre and Commissary Customer databases. •Assist with receiving and inspection of consignments destined to the United Nations Commissary.
• Assist with preparation of routine office correspondence and undertaking any other office administration duties that may be assigned by the respective team leads. Archiving • Assist in maintaining a central list of records transferred to Archives by entering data of legacy records into the System, as guided by the respective team lead/s.
• Sorting and inventorying legacy records.
• Appraising records in the archives.
• Assist in accessioning and receiving records transfer lists and reviewing accuracy of the transfer list. • Participate in designing and improving and streamlining archives and records management programme. • Assist in carrying out research within the UN Archives Network on archives and records management and the move to digitization.
• Assist in ensuring that all departments have updated copies of their records in Archives including the retention schedules.

Qualifications/special skills

• Education: Preferred education: under-graduate studies in Business Administration, Accounting or other related fields
• Be enrolled in a graduate school programme (second university degree or equivalent, or higher);
• Be enrolled in the final academic year of a first university degree program (minimum Bachelor's level or equivalent);
• Have graduated with bachelor's degree, Masters, PhD or equivalent. Experience in standard computer software applications is required.
• Ability to successfully interact with individuals of different cultural backgrounds and beliefs, which includes a willingness to try and understand and be tolerant of differing opinions and views, is required. Keen interest in the work of the United Nations and having a personal commitment to the ideals of the Charter is desirable.