Administrative Support Intern - Travel, Shipping and Visa Unit

Organizational Context

The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa, supporting UNEP, UN-Habitat, and the Resident Coordination System globally. This internship is within the Travel, Shipping & Visa Unit (TSVU) of UNON's Central Support Services in Nairobi, reporting to the supervisor of the Visa and Shipment sub-unit.

Job Purpose

This internship within the Travel, Shipping & Visa Unit (TSVU) at the United Nations Office at Nairobi (UNON) aims to provide support to the unit's daily operations. The intern will gain practical experience in administrative workflows related to visas, shipping, travel documents, and general office management. This role contributes to the efficient functioning of UNON's support services by assisting with client inquiries, processing applications, maintaining records, and updating information, thereby supporting the broader mission of UNON in providing essential administrative and conference services to UN entities in Kenya and globally.

Responsibilities

Support the Travel, Shipping & Visa Unit (TSVU) with visa, shipping, and travel document workflows under supervision. This includes receiving, screening, and directing clients, providing information on procedures, and supporting the processing and dispatch of visa applications. Assist with UN travel document processing and maintain related correspondence. Manage shipment request intake, documentation, tracking, and follow-up. Update unit intranet pages and guidance materials. Maintain electronic and hard-copy filing systems, databases, and records for monitoring and audit trails. Contribute to routine reporting, data quality checks, and general office administration. Perform other assigned duties to ensure smooth unit operations.

Work Experience

No professional work experience is required for this internship. However, applicants must be pursuing or have completed a university degree in a field closely related to the internship's focus. The role requires a strong academic background and the ability to learn and apply administrative procedures effectively.

Skills

Client service, visa processing, shipping logistics, travel documentation, record keeping, data management, administrative support, Microsoft Office Suite (Word, Excel, Outlook), English fluency, communication.

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