Intern - Administrative Assistant

The United Nations Office at Nairobi (UNON) offers an unpaid full-time internship for 6 months in the Facilities Management and Transport Section. The intern will assist with administrative, contract management, procurement, archiving, and general office support tasks under supervision.

Responsibilities

• Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Assist in monitoring material inventory, ensuring sufficient safety stocks and monitoring goods issuance.
• Assist in auditing contractors' invoices against goods and services provided and approved by the UN.
• Assist with follow-up on suppliers/vendors payments and draft routine correspondence.
• Assist the operations team in organisation, implementation, monitoring and control of procurement actions.
• Assist with filing documents, typing, copying and minute taking.
• Assist with daily customer service at the front desk and drafting office correspondence.
• Maintain and update 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 other office administration duties.
• Assist in maintaining a central list of records transferred to Archives by entering data of legacy records into the System.
• Sort and inventory legacy records.
• Appraise records in the archives.
• Assist in accessioning and receiving records transfer lists and reviewing accuracy of transfer lists.
• Participate in designing and improving archives and records management programme.
• Assist in research within the UN Archives Network on archives and records management and digitization.
• Ensure all departments have updated copies of their records in Archives including retention schedules.

Requirements

• Be enrolled in a graduate school programme (second university degree or equivalent, or higher), or be enrolled in the final academic year of a first university degree program (minimum Bachelor's level or equivalent), or 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, including willingness to understand and be tolerant of differing opinions and views.
• Preferred areas of study include data science, computer science, business administration, economics, political science, international development, social sciences or similar.
• Applicants to the UN Internship Programme are not required to have professional work experience but must have a field of study closely related to the internship applied for.
• Applicants must provide proof of academic status or degree.
• Fluency in oral and written English is required; knowledge of another official UN language is an asset.

Skills

• Microsoft Office Suite
• Administrative Support
• Contract Management
• Procurement Support
• Archiving
• Office Management
• Cross-Cultural Communication
• Academic Research

Languages

English