Intern - Administration


Job Title: INTERN - ADMINISTRATION, I
Department/ Office: United Nations Office at Nairobi
Duty Station: NAIROBI
Posting Period :4 April 2013-19 April 2013
Job Opening number: 13-ADM-UNON-27721-R-NAIROBI (O)


United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the
representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP) and the UN Human Settlements
Programme (UNHABITAT) globally, as well as other UN offices in Kenya, by providing
Administrative, conference, Security and information services (www.unon.org).
The UNON - Mail, Diplomatic Pouch and Archives Unit internship is for 3 months with an opportunity for extension, pending on the needs of the department.
The Internship is UNPAID and full-time.
Interns work five days per week (35 hours) under the supervision of a staff member in the department or office to which they are assigned.

Responsibilities
Daily responsibilities will depend on the individual's background; the intern's assigned office as well as the internship period. Duties may include, but are not limited to:
  • Assist in the sorting of mail according to delivery route; plan and follow the most efficient routes for delivery of mail to ensure timely services to all clients; assist in the collection of internal mail from pigeon holes and ensure correct delivery of mail; assist in the collection of packages from the post office in town as and when required; Responsible for reconciliation of all valuables throughout daily scheduled mail run; maintain the highest degree of security and control of the mail, documents and parcels at all times.
  • Assist in the receipt of mail to be delivered from clients and ensure it bears the proper information (names, addresses, delivery instructions, etc.).
  • Assist in the dispatch of sensitive and registered items by signing the items when received by the recipients; assist in recording of information such as items received / delivered / recipient's signature.
  • Perform general office or clerical work such as filing, operating office machines (printers, copiers, etc.)
  • Maintain a professional and courteous demeanor in client and colleague interactions.
  • Assist in the planning of special office activities (teambuilding, office parties, office tours, etc.) as directed by the Chief
  • Integrate with MPAU sub-units to gain hands-on operational experience with mail and client service.
  • Act as a backup for MPAU team members as needed and when directed by the supervisor and/or Chief.
  • Assist in the compilation and design of the MPAU newsletter.
Competencies
Communication:
  • Speaks and writes clearly and effectively
  • Listens to others, correctly interprets messages from others and responds appropriately
  • Asks questions to clarify, and exhibits interest in having two-way communication
  • Tailors language, tone, style and format to match the audience
  • Demonstrates openness in sharing information and keeping people informed Teamwork:
  • Works collaboratively with colleagues to achieve organizational goals
  • Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others
  • Places team agenda before personal agenda
  • Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position
  • Shares credit for team accomplishments and accepts joint responsibility for team shortcomings Client Orientation:
  • Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view
  • Establishes and maintains productive partnerships with clients by gaining their trust and respect
  • Identifies clients' needs and matches them to appropriate solutions
  • Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems
  • Keeps clients informed of progress or setbacks in projects
  • Meets timeline for delivery of products or services to client
Education
Applicants must be enrolled in a degree programme in a graduate school (second university degree or higher); or if pursuing their studies in countries where higher education is not divided into undergraduate and graduate stages, have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree.
Be computer literate in standard software applications;
Have 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.
Studies in Social Sciences, Business Administration or Operations Management desirable.

Work Experience
Applicants are not required to have professional work experience for participation in the programme.

Languages
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage
Assessment Method
Potential candidates will be contacted by hiring manager directly for further consideration.

Special Notice
Your application for this internship must include;
1. A Completed application (Personal History Profile) through the UN careers Portal. Incomplete applications will not be reviewed. In your Personal History Profile (PHP), be sure to include all past work experiences, IT Skills, and three references.
2.An accompanying letter (cover note) that includes; Title of degree you are currently studying, Graduation date (when you will be graduating from the programme), List the IT skills and programmes that you are proficient in using, and Explain why you are the best candidate for the internship and what you hope to gain from the internship.
3. A letter from your university clearly indicating the status of your enrollment, what programme you are enrolled in and the anticipated date of graduation from the programme.
Due to a high volume of applications received, ONLY successful candidates will be contacted.

United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

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