Position: Administration Intern
Special Notice
Your application for this internship must include;
1. A Completed application (Personal History Profile) through the UN careers Portal. Incomplete applications will not be reviewed. In your Personal History Profile (PHP), be sure to include all past work experiences, IT Skills, and three references.
2.An accompanying letter (cover note) that includes; Title of degree you are currently studying, Graduation date (when you will be graduating from the programme), List the IT skills and programmes that you are proficient in using, and Explain why you are the best candidate for the internship and what you hope to gain from the internship.
3. A letter from your university clearly indicating the status of your enrollment, what programme you are enrolled in and the anticipated date of graduation from the programme.
Due to a high volume of applications received, ONLY successful candidates will be contacted.
Organization Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP) and the UN Human Settlements Programme (UNHABITAT) globally, as well as other UN offices in Kenya, by providing Administrative, conference, Security and information services (www.unon.org).
The UNON/ BMTU Store internship is for 3 months with an opportunity for extension, pending on the needs of the department.
The Internship is UNPAID and full-time.
Interns work five days per week (35 hours) under the supervision of a staff member in the department or office to which they are assigned.
Responsibilities
Daily responsibilities will depend on the individual’s background; the intern’s assigned office as well as the internship period.
Outline of the Intern duties to be undertaken under supervision include:
1. Assist in updating e-catalogues of both UNON and BMTU Stores by using the existing relevant pictures and annexing to each category. Liaise with ICTS for assistance towards hosting the revised images on the UNON Intranet. Both e-catalogues shall be printable by our clients in MS excel and shall show pictures of each item category. The new format shall be similar to the one used at UN Hqs, NY. It shall be very user friendly and will aid better our clients in picking the correct description when raising Stock Requisitions. Also will drastically reduce phone and email inquiries.
2. Assist with Non-UMOJA stores operations and at the same time learn practical logistical work to complement his theoretical studies. Duties shall include: (a) coordination of water delivery; (b) Liaising with water vendor to ensure smooth distribution of water and dispensers to internal clients of UNEP, UN-HABITAT, UNON and OIOS; (c) Answer clients’ calls on water replenishments, dispensers and consult supervisor for further guidance and action; (d) Data entry and verify monthly reports on water issuances and clarify with water agent and clients on discrepancies (if any).
3. Assist in stacking of new stationery items (receivables) in their rightful places and in good order within UNON Stores; (b) under the guidance of Inventory and Supply Assistant, assist in issuing out of stationery to clients.
4. Due to UMOJA functions that are being shouldered by some store staff (e.g. data mapping, etc.), he/she shall from time to time be required to assist at BMTU Store on issuances of: Electrical, Plumbing and construction materials for use by FMTS/BMTU technicians and in-house contractors.
5. He/she shall be shared by both stores to cover the office in cases where: (a) staff is occupied inside the store; or (b) there is one staff left in the office due to leave, UMOJA meetings/training, transfer, etc.
Competencies
Core Competencies:
Communication:
- Speaks and writes clearly and effectively
- Listens to others, correctly interprets messages from others and responds appropriately
- Asks questions to clarify, and exhibits interest in having two-way communication
- Tailors language, tone, style and format to match the audience
- Demonstrates openness in sharing information and keeping people informed
Teamwork:
- Works collaboratively with colleagues to achieve organizational goals
- Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others
- Places team agenda before personal agenda
- Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position
- Shares credit for team accomplishments and accepts joint responsibility for team shortcomings
Client Orientation:
- Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view
- Establishes and maintains productive partnerships with clients by gaining their trust and respect
- Identifies clients’ needs and matches them to appropriate solutions
- Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems
- Keeps clients informed of progress or setbacks in projects
- Meets timeline for delivery of products or services to client
Education
- Applicants must be enrolled in at least the third year of a first university degree program or in a graduate school (second university degree or higher) program at the time of application, commencement and during the internship.
- 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; and
- 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.
- Studies in Business Administration or related studies required.
Work Experience
Applicants are not required to have professional work experience for participation in the programme.
Languages
English and French are the working languages of the United Nations Secretariat. For the internship, fluency in oral and written English is required. Knowledge of a second official UN language preferably French is desirable.
Assessment Method
Potential candidates will be contacted by hiring manager directly for further consideration.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
To Apply find and fill the forms at Inspira Here