Administration and HR Internship

Duties and Responsibilities

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-HABITAT) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, . The post is located in the Department of Security and Safety Service (DSS) within the Security and Safety Service (SSS) at the Nairobi duty station. The United Nations Security and Safety Service is responsible for providing security to delegates, staff, visiting dignitaries and other visitors. Under the overall command of the Chief of Security and the Deputy Chief of Security and direct supervision of the Senior Administrative Assistant,

The incumbents will perform the following duties.

• Performs basic data entry and extraction function such processing access badges/ passes for all UN visitors, its Affiliates and Conference participants.
• Screens and verifies all supporting documents for identity/access card requests as per existing Standard Operating Procedure (SOP).
• Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards.
• Proofreads written products for completeness, grammatical and typographical accuracy.
• Maintains calendar/schedules; monitor’s changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Reviews, records, routes and/or process mail or other documents; gathers pertinent background material; track and monitors follow-up action as required.
• Maintains files (both paper and electronic) and photo databases for UN Visitor badges, monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Updates and maintains large distribution lists; assemble documents, reports, and other materials for global dissemination, where possible using electronic formats; coordinate courier services.
• Reviews HR confidential information and tabulates the same for use or data management for the service.
• Checks accuracy of simple calculations, codings data etc.
• Photocopies a variety of documents and other materials.
• Delivers urgent mail/messages. Identify incidents, commentaries and critiques.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Perform other related duties.

Qualifications/special skills

To qualify for an internship with the United Nations Internship Programme, the following conditions must be met:

• be enrolled in the final academic year of a first university degree programme in human resources management, business or public administration, social sciences, education, or related field. (minimum Bachelor’s level or equivalent).
• Interested candidates must be pursuing their degree in areas related to this job opening.
• applicants should have good knowledge of standard software applications, especially MS Word, MS PowerPoint, and MS Teams.
• have a 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. Applicants to the UN Internship Programme are not required to have professional work experience. Your training, education, advance course work or skills should benefit the United Nations during your internship.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of equals a rating of’ confident” in two of the four areas.

Source: https://careers.un.org/jobSearchDescription/236654?language=en