Administrative Assistant

Job Posting Organization:
The United Nations Office at Nairobi (UNON) serves as the United Nations headquarters in Africa and acts as the representative office of the Secretary-General. Established to support the implementation of various UN programs, UNON plays a crucial role in facilitating the work of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat), and the Resident Coordinator System (RCS), among others. The organization is dedicated to providing administrative, conference, and information services to various UN offices in Kenya and globally. UNON is committed to promoting sustainable development and addressing global challenges through its various initiatives and programs. The office employs a diverse workforce and operates in multiple countries, reflecting the global nature of its mission and objectives.

Job Overview:
The Administrative Assistant position at UNON is designed for interns who will work under the supervision of experienced staff members in the Facilities Management and Transport Section (FMTS) within the Division of Administrative Services (DAS). This internship is unpaid and requires a full-time commitment, with interns expected to work five days a week. The role is primarily focused on providing administrative support, which includes assisting with contract management, inventory monitoring, and general office administration. Interns will gain valuable experience in a professional environment while contributing to the efficient operation of UNON. The position offers a unique opportunity to learn about the inner workings of the United Nations and to engage with various departments and teams, enhancing the intern's understanding of international relations and administrative processes.

Duties and Responsibilities:
Interns will have a diverse set of responsibilities, including but not limited to: assisting with the administration of contracts between the UN and external contractors, monitoring material inventory, auditing contractor invoices, and following up on supplier payments. They will also support the operations team in organizing procurement actions, assist with filing and documentation, provide customer service at the front desk, and maintain databases related to the UN Fuel Station and other facilities. Additionally, interns will be involved in archiving activities, such as maintaining records, sorting legacy documents, and participating in the digitization of archives. The role requires a proactive approach to problem-solving and a willingness to learn from experienced professionals.

Required Qualifications:
Candidates for the Administrative Assistant internship should possess strong organizational skills and a keen attention to detail. They must demonstrate the ability to interact effectively with individuals from diverse cultural backgrounds and exhibit a commitment to the principles of the United Nations. Proficiency in standard computer software applications is essential, and familiarity with office electronic equipment is preferred. The ideal candidate should also have a genuine interest in the work of the United Nations and a desire to contribute to its mission.

Educational Background:
The preferred educational background for this position includes undergraduate studies in Business Administration, Accounting, or related fields. Candidates must be enrolled in a graduate school program (second university degree or equivalent) or in the final academic year of a first university degree program (minimum Bachelor's level). Alternatively, applicants who have recently graduated with a Bachelor's, Master's, or Ph.D. degree are also eligible to apply. This educational requirement ensures that interns have a foundational understanding of the principles relevant to the internship.

Experience:
While professional work experience is not a prerequisite for this internship, candidates should have relevant academic experience or coursework that aligns with the responsibilities of the position. Familiarity with office software such as MS Word, Excel, and PowerPoint is required, as is the ability to engage with individuals from various cultural backgrounds. The internship is designed to provide practical experience, and thus, a willingness to learn and adapt is crucial.

Languages:
Fluency in oral and written English is mandatory for this internship, as English is one of the working languages of the United Nations Secretariat. Knowledge of French, another official UN language, is considered an asset and may enhance the candidate's application. Proficiency in additional languages can be beneficial, particularly in a multicultural environment like the United Nations.

Additional Notes:
This internship is unpaid, and applicants are responsible for their own travel, visa, accommodation, and living expenses. Interns who are not citizens or permanent residents of Kenya may need to secure the appropriate visa and work authorization prior to starting the internship. It is important for successful candidates to discuss their visa requirements with the UN before accepting the internship offer. The United Nations does not charge any fees at any stage of the recruitment process, and applicants should be cautious of any requests for personal financial information.