Procurement and Administrative Support Job in Kenya

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.