Closing date: Friday, 23 January 2015
Posting Title: INTERN – ADMINISTRATION – UNON Stores, I
Job Code Title: INTERN – ADMINISTRATION
Department/ Office
United Nations Office at Nairobi
Duty Station
NAIROBI
Posting Period
8 January 2015-23 January 2015
Job Opening number
15-ADM-UNON-39700-R-NAIROBI (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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.Proof of enrollment (click on link to access and attach to your application: http://ift.tt/1n993dQ),
- 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 certified copy of degree certificate (if you have already graduated).
Due to a high volume of applications received, ONLY successful candidates will be contacted.
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 Stores Administration Internship is for a period of 3 months with a possibility of extension depending 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.
Under the direct supervision of the Chief of Unit, the intern will:
- Assist in updating and editing e-catalogues of the remaining stock items at UNON Stores by using the existing relevant pictures and annexing to each category. Liaise with ICTS for assistance towards hosting the revised images on the UNON Intranet. The e-catalogue shall be printable by our clients in MS excel and shall show pictures of each item category. The new format shall be similar to the one used at UN Hqs, NY. It shall be very user friendly and will aid better our clients in picking the correct description when raising Stock Requisitions. Also will drastically reduce phone and email inquiries.
- Assist with Non-UMOJA stores operations and at the same time learn practical logistical work to complement his theoretical studies. Duties shall include: (a) coordination of water delivery; (b) Liaising with water vendor to ensure smooth distribution of water and dispensers to internal clients of UNEP, UN-HABITAT, UNON and OIOS; (c) Answer clients’ calls on water replenishments, dispensers and consult supervisor for further guidance and action; (d) Data entry and verify monthly reports on water issuances and clarify with water agent and clients on discrepancies (if any).
- Assist in stacking of new stationery items (receivables) in their rightful places and in good order within UNON Stores; (b) under the guidance of Inventory and Supply Assistant, assist in issuing out of stationery to clients.
- Due to UMOJA functions that are being shouldered by some store staff (e.g. data mapping, etc.), he/she shall from time to time be required to assist in: (a) the segregation of identified items for disposal, (b) their lists compilation; (c) sourcing of prices, and (d) assembly to rightful locations to await delivery to PMU.
- He/she shall be shared by both stores to cover the office in cases where: (a) staff is occupied inside the store; or (b) there is one staff left in the office due to leave, UMOJA meetings/training, transfer, etc.
Competencies
Core 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 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 a university degree and, if selected, must commence the internship within a one-year period of graduation.
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;
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 Logistics, Store Operations /Management, Procurement and/or Supplies preferred.
Work Experience
Applicants are not required to have professional work experience for participation in the programme
Languages
English and French are the working languages of the United Nations Secretariat. For the internship, fluency in oral and written English is required. Knowledge of another UN Language is desirable.
Assessment Method
Potential candidates will be contacted by hiring manager directly for further consideration.
United Nations Considerations
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.
Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on ‘The Application Process’ and the Instructional Manual for the Applicants, which can be accessed by clicking on ‘Manuals’ on the upper right side of the browser on Inspira.
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.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
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