Latest Jobs at United Nations Office at Nairobi (UNON)

Responsibilities

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, and archives), the interns will:

Budget, Finance and Contract Management.

• Assist with the 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, ensuring sufficient safety stocks and monitoring 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/vendors' payments and draft routine correspondence as guided by respective team leaders.

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 leaders.
• Assist the respective teams with filing documents, typing, copying and minute-taking.
• Assist with daily customer service at the front desk and drafting office correspondence.
• Maintaining and updating the UN Fuel Station Integrated System, UN Recreation Centre and Commissary Customer databases.
• Assist with receiving and inspecting consignments destined for the United Nations Commissary.
• Assist with preparing routine office correspondence and undertaking other office administration duties that the respective team leaders may assign.

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, improving, and streamlining archives and records management programmes.
• Assist in carrying out research within the UN Archives Network on archives and records management and the move to digitization.
• Ensure 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 (Microsoft Office).
• 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 a willingness to try and understand and be tolerant of differing opinions and views.

Preferred areas of studies:

• Business Administration, Accounting, or other related fields

Closing: 22, Feb, 2023

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Responsibilities

• Reviews requisitions for goods and services to ensure (i) correct objects of expenditure have been charged and (ii) availability of funds in accordance with approved plan.
• Assists in creating approved requisitions by obtaining requirements/specifications and quotations. Raises Shopping carts for goods/stocks/services. Assists in the issuance of stationery items. Maintains inventory records for items issued to staff members and meetings services for cost recovery on the latter. Process return to stock for expendables
• Performs other related administrative duties, as required, e.g. monitoring accounts and payment to vendors and individual contractors for services this includes, among other things, calculating, inputting, and checking payments for correctness and communicating discrepancies to supervisors.
• Creates electronic contracts in accordance with agreed fee structure.- Monitors that submission deadlines are met and completed work is received from the contractors and discuss any problems with the supervisor.
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Division’s travel processes of staff ensuring consistency in the application of regulations and procedures as required.
• Receives official travel request forms; Obtains airfare quotations/estimates, compares with approved meetings cost estimates; Raises travel requests for DCS staff on short-term conference contracts on official business away from their domicile as applicable, ensuring that entitlements specified are in accordance with UN Regulations and Rules as required.
• Advises substantive offices, travelers and other relevant staff of arrival information requesting arrangements to be made accordingly. Assists in obtaining security clearances for short-term conference staff. Follows up on travel claims and ensure they are processed as required.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material as required.
• Maintains up-to-date work unit files (both paper and electronic) and other related documentation.
• Responds to queries from staff members and third parties
• Performs other related duties as required.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., database management, travel and contract management etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.
• 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

• Completion of high school diploma or equivalent is required. Supplemental courses in office administration, travel, procurement, finance or other related field is desirable.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal
• Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Work Experience

• At least Five (5) years of work experience in administrative services, finance, accounting, human resources, procurement, or related area is required.
• Work experience MS Office and Enterprise Resource Planning systems (ERP) is required.
• Minimum two (2) years of progressive work experience in travel or contracts management is desirable.
• Work experience with the United Nations or similar organization is desirable.
• 1 year or more of experience in data analytics or related area is desirable.

Closing: 17 March 2023