Administrative Assistant at United Nations Office at Nairobi

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 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 organization, 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 skills

• Education: Preferred education: under-graduate studies in 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.