Intern - Administrative Support at United Nations Office at Nairobi (UNON)

Responsibilities

Daily responsibilities will depend on the individual's background; the intern's assigned office as well as the internship period.

Under the supervision of the respective Senior Administrative Assistants of the Facilities Management & Transportation Section - FMTS (commercial services, operations, 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 leaders.
• 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 the follow up on suppliers/vendor's payments and draft routine correspondence as guided by respective team leaders.

General Administration and Operations Support.

• Assist the operations team to ensure the proper organisation, implementation, monitoring and control of procurement actions in progress as guided by respective team leaders.
• 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 leaders.

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 leaders.
• Sorting and inventorying legacy records.
• Appraising records in the archives.
• Assist in accessioning and receiving records transfer lists and reviewing the 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.

Competencies

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.

Client orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

Applicants must at the time of application 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 program (minimum Bachelor's level or equivalent);
• Have graduated with Bachelor's degree, Masters, PhD or equivalent
• Be computer literate in standard software applications.
• Have demonstrated keen 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.

Preferred area of studies:

• Bachelor's degree in Business Administration, Accounting, or other related fields (Graduated or 4th year of undergraduate studies).