Responsibilities
Daily
responsibilities will depend on the individual’s background, the intern’s
assigned office, and the internship period. Under the direct supervision of the
respective Supervisors/ Senior Administrative Assistants of the Facilities
Management & Transportation Section (commercial Operations services,
Transport, and archives), the intern/s will be engaged to:
Budget, Finance and Contract Management
- Assist with day-to-day administration of
contracts between the UN and external contractors for outsourced services
as guided by respective team lead/s.
- Assist in monitoring material inventory, ensure
sufficient safety stocks and monitoring of goods issuance.
- Assist in auditing the contractors’ invoices
against the goods and services provided by the contractor and approved by
the UN.
- Assist with follow up on suppliers/ vendors
payments and draft routine correspondence as guided by respective team
lead/s.
General Administration and Operations Support
- Assist the operations team to ensure the proper
organisation, implementation, monitoring and control of procurement
actions in progress as guided by respective team lead/s.
- Assist the respective teams with filing
documents, typing, copying and minute taking.
- Assist with daily customer service at the front
desk and drafting of office correspondence.
- Maintaining and updating the UN Fuel Station
Integrated System, UN Recreation Centre and Commissary Customer databases.
- Assist with receiving and inspection of
consignments destined to the United Nations Commissary.
- 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 lead/s.
- Sorting and inventorying legacy records.
- Appraising records in the archives.
- Assist in accessioning and receiving records
transfer lists and reviewing accuracy of the transfer list.
- Participate in designing and improving and
streamlining archives and records management programme.
- Assist in carrying out research within the UN
Archives Network on archives and records management and the move to
digitization.
- Assist in ensuring that all departments have
updated copies of their records in Archives including the retention
schedules.
Qualifications
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 Suite).
- Have demonstrated a 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 includes a willingness to try and understand and be tolerant of
differing opinions and views.
- Preferred areas of study: Undergraduate or
graduate including data science, business
administration, economics, social science and related
field.
How to Apply
