Administration and HR Internship at United Nations Office at Nairobi (UNON)

Duties and Responsibilities

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.

Intern Specific text

• Interns are not financially remunerated by the United Nations.
• Costs and arrangements for travel, visas, accommodation and living expenses are the responsibility of interns or their sponsoring institutions.
• Interns who are not citizens or permanent residents of the country where the internship is undertaken, may be required to obtain the appropriate visa and work/employment authorization.
• Successful candidates should discuss their specific visa requirements before accepting the internship offer.