Intern – Archivist/Documentalist (Human Resources), I (Temporary Job Opening) – United Nations Office at Nairobi

Job Code Title: INTERN – ADMINISTRATION

Department/Office: United Nations Office at Nairobi

Duty Station: NAIROBI

Posting Period: 18 September 2023 – 02 October 2023

Job Opening Number: 23-Administration-UNON-218171-J-Nairobi (O)

Staffing Exercise: N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

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About Us

Welcome to the United Nations Office at Nairobi (UNON), the UN headquarters in Africa. As the representative of the Secretary-General in Kenya, the Director-General of UNON oversees and supports program implementation for organizations such as the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat), and the Resident Coordination System (RCS) globally. We provide crucial administrative, security, conference, and information services to various UN offices in Kenya. For more details, visit www.unon.org.

This opportunity is within the United Nations Office at Nairobi (UNON), specifically in the Human Resources Management Service (HRMS), Talent Acquisition Unit (TAU).

Internship Details

This UNON Archives and Records Management internship offers a valuable 6-month experience. Please note that this internship is unpaid and requires full-time commitment, with interns working five days per week (35 hours) under the guidance of a departmental staff member.

Responsibilities

As an intern with the Talent Acquisition Unit (TAU), you will work closely with the cluster team lead. Your responsibilities will vary based on your background, your assigned office, and the duration of your internship. Key duties include:

1. Digital Contract Management

• Digitization: Organize and digitize signed contracts from consultants and individual contractors.
• Data Gathering: Collect data from multiple sources, including databases, spreadsheets, and external datasets, ensuring accuracy and completeness.
• Data Analysis: Clean and transform raw data for analysis, conducting statistical analysis and data mining to identify trends and insights.
• Data Visualization: Create clear and informative data visualizations like charts, graphs, and dashboards for effective communication of findings.
• Workflow Development: Assist in developing workflows and procedures related to consultant archiving and documentation.
• Reporting: Generate reports and documentation related to consultants and other record-keeping requirements.
• Support Activities: Assist in various activities such as memos, contracts, official documents, and communications.
• Data Updates: Regularly update documents and Excel sheets for RCS consultants.
• Archive Improvement: Contribute to the design and enhancement of archives and records keeping for non-staff (consultants and individual contractors).
• Additional Tasks: Perform other duties as assigned.

Competencies

• Communication: Effectively communicate through speaking and writing, with an ability to interpret messages and respond appropriately. Demonstrate openness in sharing information and keeping stakeholders informed.
• Teamwork: Collaborate with colleagues, valuing their ideas and expertise. Place team goals before personal interests and support group decisions.
• Client Orientation: Treat all service recipients as clients, understanding their perspectives and needs. Establish productive partnerships with clients and identify appropriate solutions.

Requirements

Education: You should meet one of the following criteria at the time of application:

• Enrolled in a graduate school program (second university degree or higher).
• Enrolled in the final academic year of a first university degree program (minimum Bachelor’s level).
• Hold a Bachelor’s degree, Masters, PhD, or equivalent.

You should also be proficient in standard software applications like Microsoft Office and demonstrate a keen interest in the United Nations’ work and its Charter’s ideals. A demonstrated ability to interact with individuals from diverse cultural backgrounds is essential.

Preferred Areas of Studies: Information Sciences, Human Resources, or related fields.

Work Experience: No prior work experience is required for this United Nations Internship Programme. Your education, training, advanced coursework, or skills should contribute to the UN’s mission.

Language Skills: Fluency in oral and written English is required, and knowledge of another official UN language is desirable.

Assessment

Qualified candidates will be contacted directly by the hiring manager for further consideration.

How to Apply

Your application must include:

1. A completed application (Personal History Profile) and Cover Note through the UN Careers Portal. Incomplete applications will not be reviewed. Your Cover Note should include:
   • Title of your current degree program
   • Expected Graduation Date
   • Proficiency in IT skills and programs
   • An explanation of why you are the best candidate for this specific internship
   • A portfolio of work if available
2. Proof of enrollment from your current university (if not yet graduated).
3. A copy of your degree certificate (if already graduated).

Due to a high volume of applications, ONLY successful candidates will be contacted.

United Nations Considerations

The United Nations is committed to the highest standards of efficiency, competence, and integrity. Please review the provided Special Notice for important information regarding eligibility and standards of conduct for UN staff.

Expert Tips To Be A Successful Applicant

To enhance your application and increase your chances of success:

1. Tailor Your Cover Note: Customize your Cover Note to highlight your relevant skills and experiences that match the internship requirements. Use specific examples from your academic or extracurricular background.
2. Show Cultural Sensitivity: Highlight any instances where you successfully collaborated with individuals from diverse cultural backgrounds, demonstrating your ability to work effectively in a multicultural environment.
3. Demonstrate IT Skills: Emphasize your proficiency in IT skills and software applications, particularly Microsoft Office. Provide examples of how you’ve used these skills in academic or professional contexts.
4. Data Visualization: If you have experience in data visualization, mention it explicitly and provide examples of any charts or dashboards you’ve created. This skill is highly relevant to the internship responsibilities.
5. Language Proficiency: If you are proficient in languages beyond English, make sure to mention them and your level of proficiency. Multilingualism is an asset in a global organization like the United Nations.

By following these tips, you can strengthen your application and position yourself as an ideal candidate for this valuable UN internship opportunity. Good luck!