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Intern – Administrative Support (8 Positions) [temporary], Nairobi, Kenya

Responsibilities

Daily responsibilities will depend on the individual’s background; the intern’s assigned office as well as the internship period.

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Under the supervision of the respective Senior Administrative Assistants of the Facilities Management & Transportation Section – FMTS (commercial services, operations, 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 leaders.
  •  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 the follow up on suppliers/vendor’s payments and draft routine correspondence as guided by respective team leaders.

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 leaders.
  •  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 leaders.

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 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.

Education

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Applicants 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.

Have demonstrated 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 include willingness to try and understand and be tolerant of differing opinions and views.

Preferred area of studies: Bachelor’s degree in Business Administration, Accounting, or other related fields (Graduated or 4th year of undergraduate studies).

Work Experience

No working experience is required to apply for the United Nations Internship Programme. Your training, education, advance course work or skills should benefit the United Nations during your internship.

Experience in standard computer software applications is required.

Ability to successfully interact with individuals of different cultural backgrounds and beliefs, which includes 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.

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Human Resources Officer, Nairobi, Kenya

Responsibilities

  1. Identifying upcoming job openings in coordination with client offices;
  2. Reviewing draft job openings, conducting human resources assessments of applications, and monitoring recruitment actions in coordination with client divisions;
  3. Reviewing recommendations on the selection of candidates by client offices with a view to ensuring conformity with UN staff selection system policies;
  4. Serving as ex-officio /secretary to central review bodies; preparing and presenting cases to these bodies;
  5. Advising Human Resources Assistants on recruitment related activities, including the preparation of job offers for successful candidates;
  6. Providing advice and support to managers and staff on human resources related matters;
  7. Keeping abreast of developments in various areas of human resources;
  8. Providing advice on interpretation and application of policies, regulations and rules, including exceptions to such policies;
  9. Supervising the work of the Human Resources Assistants in carrying out human resources administrative transactions, including preparation of personnel actions, maintenance of staffing tables, and processing of contracts;
  10. Overseeing the maintenance of filing systems;

11.Preparing classification analysis of jobs in the Professional and General Service and related categories and provide guidance to programme managers on the application of classification policies and procedures;

12.Perform other related tasks as requested by the Chief, Talent Acquisition Unit.

Education
Advanced university degree (Master’s degree or equivalent) in public or business administration, human resources management or related area is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience
A minimum of five (5) years of progressively responsible experience in human resources management, administration or related area is required.

Experience in the area of recruitment and staffing is required.

Relevant work experience of at least three (3) years at a professional level with an international organization is desired.

Experience in the classification of functions to determine the right level is desirable.

Experience with PeopleSoft platforms, such as inspira or equivalent is desirable.

Experience in Human Resources Management in the United Nations or similar international organization is desirable.

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