Administrative Assistant

Job Description

Expected Duration

• 6 Months

Duties and Responsibilities

• Organizational Setting:

  • The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General.

  • UNON supports the implementation of programmes for UNEP, UN-Habitat, the Resident Coordinator System (RCS), Kenya Common Back Office (KCBO), and other UN offices in Kenya and globally by providing administrative, conference, and information services (www.unon.org).

  • This post is located in the Facilities Management and Transport Section (FMTS) under Central Support Services in the Division of Administrative Services (DAS).

  • The internship is UNPAID and full-time. Interns work five days per week under the supervision of a staff member in the assigned department or office.

• Responsibilities (based on background, office assignment, and internship period):

  • Budget, Finance, and Contract Management:

    • Assist with daily administration of contracts between the UN and external contractors for outsourced services.

    • Help monitor material inventory, ensure safety stock levels, and track goods issuance.

    • Audit contractors’ invoices against provided goods and services approved by the UN.

    • Follow up on supplier/vendor payments and draft routine correspondence.

  • General Administration and Operations Support:

    • Support the operations team in organizing, implementing, monitoring, and controlling procurement actions.

    • Assist with document filing, typing, copying, and minute-taking.

    • Provide customer service at the front desk and draft office correspondence.

    • Maintain and update databases for the UN Fuel Station Integrated System, UN Recreation Centre, and Commissary Customers.

    • Assist with receiving and inspecting consignments for the UN Commissary.

    • Prepare office correspondence and undertake other administrative tasks assigned by team leads.

  • Archiving:

    • Maintain a central list of records transferred to Archives and input legacy record data into the system.

    • Sort and inventory legacy records.

    • Appraise archived records.

    • Accession and review records transfer lists for accuracy.

    • Help design, improve, and streamline archives and records management programs.

    • Conduct research on archives and digitization within the UN Archives Network.

    • Ensure departments have updated copies of their records and retention schedules in Archives.

Qualifications/Special Skills

• Education:

  • Preferred: Undergraduate studies in Business Administration, Accounting, or related fields.

  • Applicants must meet one of the following criteria:

    • Be enrolled in a graduate school programme (second university degree or equivalent, or higher).

    • Be enrolled in the final academic year of a first university degree program (minimum Bachelor’s level or equivalent).

    • Have graduated with a Bachelor’s, Master’s, PhD, or equivalent.

• Experience in standard computer software applications is required.

• Ability to interact effectively with individuals of diverse cultural backgrounds is required.

• Keen interest in the work of the UN and commitment to the UN Charter is desirable.

Languages

• Fluency in oral and written English is required.

• Knowledge of another official UN language is an asset.

Intern Specific Text:

• Interns are not financially remunerated by the United Nations.
• Interns or their sponsoring institutions are responsible for travel, visa, accommodation, and living expenses.
• Interns who are not citizens or permanent residents of the host country may need appropriate visa and work authorization.
• Successful candidates must clarify visa requirements before accepting the internship offer.

Deadline : Apr 30, 2025