Administrative Assistant

Work LocationKenya Expected duration6 Months Duties and ResponsibilitiesThe United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africaand the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat), the Resident Coordinator System (RCS) and Kenya Common Back Office (KCBO) as well as other United Nations offices in Kenya and globally by providing administrative, conference and information services (www.unon.org). This post is located at the United Nations of Nairobi (UNON), in Facilities Management and Transport Section (FMTS) under Central Support Services in the Division of Administrative Services (DAS). The internship is UNPAID and full-time. Interns work five days per week under the supervision of a staff member in the department or office to which they are assigned. Daily responsibilities will depend on the individual's background, the intern's assigned office, and the internship period. Under the direct supervision of the respective Supervisors/ Senior Administrative Assistants of the Facilities Management & Transportation Section (commercial Operations services, Transport, and archives), the intern/s will be engaged to: 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 organisation, 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 skillsApplicants must at the time of application, meet one of the following requirements: a. Be enrolled in a graduate school programme (second university degree or equivalent, or higher), b. Be enrolled in the final academic year of a first university degree program (minimum Bachelor's level or equivalent), c. Have graduated with Bachelor's degree, Masters, PhD or equivalent. Be computer literate in standard software applications (Microsoft Office Suite). Have demonstrated a 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 includes a willingness to try and understand and be tolerant of differing opinions and views. Preferred areas of study: Undergraduate or graduate including data science, business administration, economics, social science and related field. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this internship, fluency in oral and written English is required. Knowledge of another official UN language is an asset. Additional InformationNot available. Intern Specific textInterns 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. Interns who are not citizens or permanent residents of the country where the internship is undertaken, may be required to obtain the appropriate visa and work/employment authorization. Successful candidates should discuss their specific visa requirements before accepting the internship offer. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.