Intern - Administrative Assistant

Organizational Context

The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa, supporting various UN programs like UNEP and UN-Habitat. This administrative assistant internship is within the Facilities Management and Transport Section (FMTS) of the Division of Administrative Services (DAS). The role is based in Nairobi, Kenya, and is for a duration of six months.

Job Purpose

This internship aims to provide practical experience in administrative support within the Facilities Management and Transport Section (FMTS) at the United Nations Office at Nairobi (UNON). The intern will assist with a variety of tasks including contract administration, inventory monitoring, invoice auditing, and vendor payment follow-ups. Additionally, the role involves supporting procurement processes, general office operations, customer service at the front desk, database maintenance, and consignment inspection. The intern will also contribute to archiving activities, including data entry, sorting, inventorying, and appraising records, and may assist in research and process improvement for records management. This role offers exposure to UN administrative functions and contributes to the efficient operation of UNON's support services.

Responsibilities

Assist in the day-to-day administration of contracts with external service providers, ensuring compliance and proper documentation. Monitor material inventory levels, maintain safety stocks, and track goods issuance. Audit contractor invoices against services rendered and approved by the UN, and follow up on vendor payments. Support procurement actions by assisting the operations team with organization, implementation, monitoring, and control. Provide general administrative support, including filing, typing, copying, and minute-taking. Handle daily customer service inquiries at the front desk and draft routine office correspondence. Maintain and update databases for the UN Fuel Station, Recreation Centre, and Commissary. Assist with receiving and inspecting consignments for the UN Commissary. Contribute to archiving tasks, such as data entry for legacy records, sorting, inventorying, appraising records, and reviewing transfer lists. May also assist in research related to archives and records management and process improvement initiatives.

Work Experience

No professional work experience is required for this internship. However, applicants must be pursuing or have completed a relevant university degree. A field of study closely related to administrative support, facilities management, or archives management is beneficial.

Skills

Microsoft Office Suite proficiency, contract administration, inventory monitoring, invoice auditing, vendor payment follow-up, procurement support, general administrative tasks, customer service, database maintenance, consignment inspection, data entry, records management, research, communication, interpersonal skills, cultural sensitivity.

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