UNON Administrative Assistant - Nairobi Jobs in Kenya

UNON Administrative Assistant - Nairobi Jobs in Kenya

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa, and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).

This post is located in Facilities Management and Transport Section (FMTS) under Central Support Services in the Division of Administrative Services (DAS) of the United Nations Office at Nairobi (UNON).

The interns will be under the direct supervision of the respective Senior Administrative Assistants of the UNON, DAS, and FMTS (commercial services, operations, and archives). The United Nations of Nairobi (UNON), Central Support Services of Division of Administrative Services (DAS), Facilities Management and Transport Section (FMTS) internship is for six (6) months.

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, Transport 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.

Qualifications/special skills

Business Administration, Accounting, or other related fields

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.

Experience in standard computer software applications is required.

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, is required.

Keen interest in the work of the United Nations and having a personal commitment to the ideals of the Charter is desirable.

Applicants to the UN Internship Programme are not required to have professional work experience. However, a field of study that is closely related to the type of internship that you are applying for is required.

Applicants must be a student in the final year of the first university degree (bachelor or equivalent), Master’s or Ph.D. Programme or equivalent, or have completed a Bachelor’s, Master’s or PH.D. Programme. Do you meet any of the above criteria? If yes, please indicate which one and attach proof to the application. Please note that you will have to provide an official certificate at a later stage.

Languages

English 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.

How to Apply

For more information and job application details, see; UNON Administrative Assistant - Nairobi Jobs in Kenya

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