Intern, Administration at United Nations

Org. Setting and Reporting

This internship is in the Human Resources Management Section (HRMS) of the United Nations Support Office in Somali (UNSOS). The intern will work with HR colleagues on various tasks and will be under overall supervision of the Human Resources Officer. The internship will be based in Nairobi for a maximum period of six months depending on the needs of the office. UNSOS accepts no responsibility for costs arising from accidents and/or illness incurred during an internship. Therefore, upon awarding an internship, candidates will be required to sign a statement confirming their understanding and acceptance of the conditions of service. The internship is full time and there is no remuneration or stipend for this internship. Interns work five days per week under the supervisor of the Human Resources Officer.

Responsibilities

The intern will have an opportunity to shadow Human Resources Officers in the Office to learn more about UN human resources rules, regulations, procedures and practices and participate in a variety of projects.

Duties may include, but not limited to: Recruitment and selection: 

• Receive and review recruitment requests from Hiring Offices, verify that supporting documentation to initiate recruitment process are in order, and draft
• Job Openings and issue them to the agreed channels maintaining accurate documentation. 
• Assist to maintain Job Opening files and tracks status of job opening announcements. 
• Assist to screen candidates' applications using set criteria, prepare long lists and submit them to the Hiring Offices. Proactively follow up on response from the hiring managers. 
• Assist to prepare and maintain case files for candidates. 
• Assist Prepare case files for the Mission Review Panel for review and enter data on candidates into the relevant roster tracking table. 
• Assist in initiating and following-up on reference checks and academic verifications, ensuring the completion of the pre-recruitment formalities, calculating salaries and related benefits, and preparing and dispatching Offers of Appointment and Statement of Emoluments. 
• Assist to coordinate with relevant Offices /units and selected candidates on travel arrangements, visa matters and shipment of personal effects. 
• Ensure Recruitment case files are accurately stored and updated in compliance with the established standards including preparation and updating of standard operating procedures under area of responsibility. 
• Provide assistance on Human Resources recruitment queries and follow up actions to ensure consistent and high-quality HR services are delivered to clients. Classification: 
• Assists in reviewing and forwarding requests for classification to relevant cell/ unit. 
• Assist in the job classification exercise e.g. follow-up on the job classifications forms issued to staff members, prepare physical file of the documents and electronic files. 
• Provides advice and answers general queries on classification procedures and processes. 
• Consistently applies appropriate policies, rules, guidelines, procedures and practices. 
• Liaises and interacts effectively and in a timely manner with colleagues and concerned parties internally and externally.
• Post management:  Assist the HR Officer update and track requests for recruitment forms and loan forms. 
• Assist to monitor assigned staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfers and movement of staff. 
• Assist the HR Officer monitor staffing tables to ensure that staff member data is up to date in UN Enterprise Resource Platform (ERP) e.g. duty station; post number; job grades etc. 
• Prepare daily /weekly /monthly/ yearly reports and statistics as required. Business Intelligence: 
• Establish excellent working relationships with Mission Support Components and Client units. 
• Provide support to the implementation of Business Intelligence strategy and roadmap for implementing UNSOS analytics and business intelligence capability to include elements such as the delivery of standard and ad hoc reports, and trending based on an increased collection and cleansing method for mission support and mandate implementation data. 
• Interact with, support, and consult with all UNSOS Pillars' Sections /Units to define key performance indicators, standard and ad-hoc reports that enable business decision. 
• Enforce known policies, procedures, and compliance requirements that improve the overall operation and effectiveness of the Business Intelligence unit. 
• Participate in the development and testing of reports and management dashboards as identified and prioritized in the requirements gathering process.

Competencies

• Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all area of work.
• Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning and Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required) Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning) Monitors and adjusts plans and actions as necessary) Uses time efficiently.

Education

To qualify for an internship with the United Nations Internship Programme, the following conditions must be met:

Applicants must meet one of the following requirements:

• 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 programme (minimum Bachelor's level or equivalent); or
• have graduated with a university degree (as defined above) and, if selected, must commence the internship within a one year period of graduation. Be computer literate in standard software applications;
• Have an interest in the work of the United Nations and have a personal commitment to the ideals of the Charter;
• Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views.

Work Experience

• No working experience is required to apply for the United Nations Internship Programme. Your training, education, advance course work or skills should benefit the United Nations during your internship.
• Are you a student in a Bachelor’s (final year), Master’s or Ph.D. Programme or equivalent, or have you completed a degree and are able to commence an internship within a year of graduation?
• For this internship, previous successful internship focused on human resources or recruitment, management, database management, report writing and statistics is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this advertised internship, fluency in English is required.

Assessment

Potential candidates will be contacted by the hiring manager directly for further consideration. Due to a high volume of applications received, ONLY successful candidates will be contacted.

Special Notice

Interns are not financially remunerated by the United Nations. Costs and arrangements for travel, visas, accommodation and living expenses are the responsibility of interns or their sponsoring institutions. A complete online application (Cover Note and Personal History Profile is required. Incomplete applications will not be reviewed. The Cover Note must include:  Title of degree you are currently pursuing  Graduation Date (when will you be graduating from the programme)  List the IT skills and programmes that you are proficient in spread sheet, Microsoft word etc  List your top three areas of interest/department preferences  Explain why you are the best candidate for that specific department(s)  Explain your interest in the United Nations. In your online Personal History Profile, be sure to include all past work experiences and three references. Due to a high volume of applications received, ONLY successful candidates will be contacted.
There is no remuneration for this internship and no stipend is provided. Normally, this internship would require you to travel to the UNSOS Office, Nairobi at you own cost. However, due to the COVID-19 pandemic, you would be required to work remotely from your current location. However, if you wish to travel to Nairobi, you will be responsible for all travel related costs including visa, accommodation and other living expenses for the duration of the internship.