Procurement and Administrative Support

Work Location

Kenya

Expected duration

6 Months

Duties and Responsibilities

Org. Setting and Reporting 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, conference, and information services (www.unon.org). This post is located at the United Nations of Nairobi (UNON), Division of Administrative Services (DAS) Procurement Section in Nairobi duty Station, the internship is for six (6) months. Under the overall supervision of the Chief, Procurement Section, and direct supervision of the respective Senior Procurement Assistants of the procurement Section -, the interns will: The internship is UNPAID and full-time. Interns work five days per week 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, and the internship period which may involve one of the tasks below. Contract Management. • Assist with the day-to-day administration of contracts between the UN and external contractors for outsourced services as guided by respective team leaders. • Assist in monitoring procurement section clients’ needs and pending actions. • Assist in auditing the solicitation processes undertakes to fastrack the process. • Assist with the follow-up on suppliers/vendors’ payments due to procurement processes and draft routine correspondence as guided by respective team leaders. • Assist in Specification revision, preparation of solicitation documents and evaluation of bids • Assist in the preparation of reports, solicitation documents and contracts • Assist in bid evaluation and price/quotations comparison analysis; • Assist in the receipt, verification and acceptance of goods and services procured on behalf of partner organizations. General Administration and Operations Support. • Assist the operations team to ensure the proper organization, implementation, monitoring, and control of procurement actions in progress as guided by respective team leaders. • Assist with the day to day tracking of the procurement metrics in liaison with the respective team leads • Assist the respective teams with filing documents, typing, copying, and minute-taking. • Assist with daily customer service at the front desk and drafting office correspondence. • Maintaining and updating the incoming clients’ requests and delivery timelines • Assist with receiving and inspecting consignments destined for procurement section. • Assist with preparing routine office correspondence and undertaking other office administration duties that the respective team leaders may assign. • Assist with preparation of routine office correspondence and undertaking any other office administration duties that may be assigned by the respective team leads. Archiving. • Assist in maintaining a central list of records transferred to archives by entering data of legacy records into the system, as guided by the respective team leaders. • Sorting and inventorying legacy records. • Appraising records in the archives. • Assist in accessioning and receiving records transfer lists and reviewing the accuracy of the transfer list. • Participate in designing, improving, and streamlining archives and records management programmes. • Perform other duties as assigned by team.

Qualifications/special skills

Applicants must at the time of application meet one of the following requirements: • 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 Bachelor’s degree, Masters, PhD or equivalent • Be computer literate in standard software applications (Microsoft Office). • Have demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter. • Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include a willingness to try and understand and be tolerant of differing opinions and views. • Preferred areas of studies: • Business Administration, Accounting, or other related fields No working experience is required to apply for the United Nations Internship Programme. Your training, education, advance course work or skills should benefit the United Nations during your internship. Experience in standard computer software applications is required. Ability to successfully interact with individuals of different cultural backgrounds and beliefs, which includes a willingness to try and understand and be tolerant of differing opinions and views, is required. Keen interest in the work of the United Nations and having a personal commitment to the ideals of the Charter is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this internship, fluency in oral and written English is required. Knowledge of another official UN language is an asset.

Additional Information

Not available.

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.

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.