Administrative Support Intern – Travel, Shipping and Visa Unit

Internship Admin Logistics & Procurement

Overview

Support visa, shipping, and travel-document workflows under supervision.

You have:

• Final-year undergraduate student or recent graduate in Business Administration, Public Administration, or a related field.
• Proficiency in Microsoft Office applications, especially Word, Excel and Outlook is required.
• Fluency in oral and written English is required.
• Knowledge of another UN Language is desirable.

Contract

This is a I-1 contract. It usually requires 0 years of experience, depending on education. More about I-1 contracts.

Work Location

United Nations Office at Nairobi (UNON) - GIGIRI

Expected duration

6 MONTHS

Duties and Responsibilities

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. 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, conference and information services (www.unon.org). This post is located in the Nairobi duty station, the Travel, Shipping & Visa Unit (TSVU) within Central Support Services of the Division of Administrative Services, UNON. The incumbent reports to the supervisor of the Visa and Shipment sub-unit. The UNON, Central Support Services internship is for 6 months. 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 The intern will support TSVU’s visa, shipping, travel-document and office-administration workflows under close supervision. Daily responsibilities include but are not limited to: • Receive, screen and direct clients visiting TSVU, and provide timely information on visa, shipping and administrative procedures. • Support the receipt, review, tracking and dispatch of visa applications to embassies/consulates in line with established procedures. • Assist with the processing of UN travel documents and maintain related correspondence and records. • Support shipment request intake, documentation, tracking and follow-up with clients and service providers. • Update TSVU intranet pages and guidance materials when new visa, travel or shipment procedures are issued. • Maintain electronic and hard-copy filing systems, databases and records for KPI monitoring, cost recovery and audit trails. • Contribute to routine reporting, data-quality checks and general office administration. • Perform other duties as assigned.

Qualifications/special skills

Preferred area of Study Final-year undergraduate student or recent graduate in Business Administration, Public Administration, or a related field. A student in a Master’s or Ph.D. programme may also be considered where the field is relevant. Required and Desirable Work Experience. The following minimum qualifications and competencies are required. Applicants should carefully review confirm that they meet the applicable requirements. Applicants should explain how they meet the requirements using examples. 1. Applicants to the UN Internship Programme are not required to have professional work experience. However, a field of study that is closely related to the type of internship that you are applying for is required. 2. Applicants must be a student in the final year of the first university degree (bachelor or equivalent), Master’s or Ph.D. Programme or equivalent, or have completed a Bachelor’s, Master’s or PH.D. Programme. Do you meet any of the above criteria? If yes, please indicate which one and attach proof to the application. Please note that you will have to provide an official certificate at a later stage. 3. Proficiency in Microsoft Office applications, especially Word, Excel and Outlook is required.

Languages

English and French are the working languages of the United Nations Secretariat. For this internship position, fluency in oral and written English is required. Knowledge of another UN Language is desirable.

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.

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Potential interview questions

Added 2 days ago - Updated 4 hours ago - Source: careers.un.org