Org. Setting and Reporting

These position are located in the United Nations Support Office in Somalia (UNSOS) based in Mombasa. The interns will report directly to the Information Management Assistant.

Responsibilities

The interns will be responsible for the following duties:
• Set up and maintain the registry filing system following the UN Filing System, digitizing and preserving important documents in accordance with the EDMF guidelines.
• Perform opening new subject files as required and disposal of old files per the established retention schedule.
• Maintain archives, making sure files are properly stored and accessible, and ensuring safekeeping of documents.
• Establish and maintain records system of file movements within the mission.
• Prepare correspondence and reports related to registry activities.
• Carry out regular records inventories.
• Sort and group existing files according to the File Plan and prepare files for scanning and archiving.
• Create essential metadata records and perform a physical cataloguing of records series.
• Create new index files/containers/archive box labels per theme and level identification rules in the File Plan.
• Re-label and index all files/containers/archive boxes according to the File Plan.
• Provide clerical support for effective information management related activities, including organizing of diverse types of documents. Identifying official records from a personal and working paper.
• Re-file all records based on the new file plan.
• Capture electronic records into records management software.
• Assist in digitization projects.
• Transfer of archives to the Archiving Records Management Section (ARMS) for their custody.
• Perform any other tasks as required.

Competencies

Professionalism: Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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.

Education

Applicants must meet one of the following requirements:
(a) be enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent)
(b) be enrolled in a graduate school programme (second university degree or equivalent, or higher); or
(c) have graduated with a university degree.
(d) A relevant diploma/degree programme in archival science, information management or related field is an asset.

Work Experience

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.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required.

Assessment

No assessment required for this position.
Short-listed candidates may be contacted by the hiring team directly if further information is needed during the review of their application.

Special Notice

The minimum duration of this specific internship assignment is three (3) months, and the maximum duration is six (6) months. Interns are expected to work on a full-time basis in the entity that selected them, under the supervision by a staff member at the appropriate level.

A completed online application is required. Incomplete applications will not be reviewed. In your online Personal History Profile, be sure to include all past work experiences, IT skills, and three references. Due to the high volume of applications, ONLY successful candidates will be contacted.

In the Motivational Statement, the candidate must include:
• Intended duration of internship (starting and ending dates)
• Degree Programme (What are you currently studying or what have you studied)
• Graduation date (When will you graduate or when did you graduate from the programme?)
• List of the IT skills and programmes that you are proficient
• List of your top three areas of interest
• Explanation about why you are the most suitable candidate for this specific internship
• Explanation of your interest in the United Nations Internship Programme

Internships are unpaid and therefore, are not financially remunerated by the United Nations Secretariat. Costs and arrangements for travel, visas, accommodation, insurance and living expenses are the responsibility of interns or their sponsoring institutions. Interns will be responsible for ensuring that they have a valid visa and, if required, work permit/ or employment authorization, allowing them to undertake the internship in Kenya. The United Nations accepts no responsibility for costs arising from accidents and/or illness incurred during an internship.

The United Nations accepts no responsibility for loss or damage to personal effects that may occur during the internship.Therefore, upon award of an internship, interns are responsible for securing adequate insurance coverage and are required to sign and return a statement confirming their understanding and acceptance of these conditions of service. As part of the on-boarding process, all interns are required to submit a physician statement, proof of medical insurance coverage for the duration of the internship period, proof of enrollment/graduation.

Applicants who are children or siblings (including stepchildren, half-siblings, or step-siblings) of a staff member and sons or daughters-in-law may not be engaged as an intern.
Interns must keep confidential any and all unpublished information obtained during the course of the internship and not publish any reports or papers based on such information except with the explicit written authorization of the Chief of Human Resources of the UNSOS.

There should be no expectation of employment within the UN after an internship. Interns shall not be eligible to apply for or be appointed to any position in the Professional or above categories and for positions at the FS-6 and FS-7 levels in the Field Service category during the period of their internship and in the Secretariat for a period of six months following the end of their internship.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity. Female candidates are strongly encouraged to apply for this position.

A completed online application is required. Incomplete applications will not be reviewed. In your online Personal History Profile, be sure to include all past work experiences, IT skills, and three references. Due to the high volume of applications, ONLY successful candidates will be contacted.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.