Job Description
The United Nations Office at Nairobi (UNON) is seeking a highly organized and motivated Administrative Support Intern – Travel, Shipping and Visa Unit to join its administrative operations in Nairobi, Kenya. This internship presents an exceptional opportunity for students and recent graduates who are interested in developing practical experience within one of the world's leading international organizations. The successful intern will become part of a professional team responsible for supporting travel coordination, official documentation, visa processing, shipment administration, and logistical services that enable the smooth operation of United Nations programmes and personnel.
Working alongside experienced administrative professionals, the intern will gain valuable exposure to international administrative procedures, diplomatic protocols, records management, customer service standards, and organizational best practices. The role is designed to provide meaningful learning experiences while contributing to day-to-day operational activities that support staff members, consultants, delegates, and official visitors.
The intern will assist in maintaining administrative records, organizing travel documentation, preparing correspondence, monitoring service requests, updating databases, and supporting communication between internal departments and external service providers. The position also involves helping ensure that travel-related documents, shipping records, visa applications, and administrative files remain accurate, confidential, and compliant with established organizational procedures.
Throughout the internship, the selected candidate will strengthen professional competencies in office administration, document control, digital record management, communication, planning, scheduling, and stakeholder engagement. The position offers exposure to multicultural working environments where collaboration, integrity, accountability, professionalism, and continuous learning are highly valued.
Applicants who possess excellent organizational skills, attention to detail, strong written and verbal communication abilities, and the willingness to learn in a dynamic international environment are encouraged to apply. This internship is ideal for individuals pursuing careers in administration, international relations, logistics, public administration, business management, diplomacy, or related disciplines.
The successful intern will work within a supportive environment where experienced professionals provide mentorship, practical guidance, and opportunities to participate in administrative projects that contribute to organizational efficiency. Every assignment is intended to build practical workplace competencies while promoting innovation, teamwork, and service excellence.
This internship offers an outstanding platform to understand the operational functions of a global institution while developing transferable professional skills that are highly valued across public, private, and international sectors. Individuals who demonstrate initiative, professionalism, adaptability, confidentiality, and commitment to excellence will find this internship both rewarding and career enhancing.
Key Responsibilities
- Provide day-to-day administrative support to the Travel, Shipping and Visa Unit.
- Assist in preparing official travel documentation for staff members and authorized personnel.
- Help maintain accurate electronic and physical administrative records.
- Organize incoming and outgoing correspondence efficiently.
- Support the processing of travel requests in accordance with internal procedures.
- Assist with filing visa application documentation while maintaining confidentiality.
- Update travel databases and administrative tracking systems.
- Prepare routine reports using Microsoft Office applications.
- Coordinate document collection and distribution between departments.
- Assist with appointment scheduling and calendar coordination.
- Monitor administrative deadlines and follow-up requirements.
- Maintain organized filing systems for shipping documentation.
- Support preparation of official letters and administrative memoranda.
- Verify completeness of supporting documentation before submission.
- Assist with data entry while ensuring high levels of accuracy.
- Help monitor document movement throughout approval workflows.
- Communicate professionally with internal clients and external stakeholders.
- Provide administrative assistance during meetings and official briefings.
- Prepare meeting materials and supporting documentation.
- Record meeting notes when requested.
- Assist with inventory tracking for office supplies and administrative materials.
- Support document scanning, digital archiving, and records management.
- Help maintain confidentiality of sensitive personnel information.
- Respond courteously to administrative enquiries.
- Assist visitors and staff requiring travel or visa information.
- Prepare statistical summaries using available administrative data.
- Support logistics coordination for official travel arrangements.
- Assist with shipment tracking documentation.
- Verify records against organizational standards.
- Perform quality checks on administrative files.
- Organize office documentation for easy retrieval.
- Maintain professional communication with service providers.
- Follow established administrative policies and procedures.
- Assist in updating operational manuals where required.
- Participate in process improvement initiatives.
- Support departmental projects assigned by supervisors.
- Prepare presentation materials for administrative meetings.
- Assist with email correspondence management.
- Maintain professionalism in all interactions.
- Observe organizational confidentiality requirements.
- Support continuous improvement of administrative workflows.
- Learn and apply United Nations administrative standards.
- Collaborate effectively with multicultural teams.
- Complete assigned internship learning objectives.
- Demonstrate accountability in completing assigned tasks.
- Contribute positively to a productive office environment.
- Carry out additional administrative duties assigned by supervisors within the internship programme.
Qualifications & Requirements
- Applicants should be enrolled in or have recently completed a university degree in Business Administration, Public Administration, International Relations, Logistics, Supply Chain Management, Office Administration, Management, Political Science, Commerce, or another closely related discipline. Candidates should possess excellent organizational abilities, strong interpersonal communication skills, and the ability to manage multiple administrative assignments efficiently while maintaining exceptional attention to detail. Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and other standard office software is highly desirable. Familiarity with digital records management, document control procedures, and database systems will be considered an added advantage. The successful candidate should demonstrate professionalism, integrity, discretion, adaptability, and a strong commitment to confidentiality when handling sensitive administrative information. Excellent written and spoken English communication skills are essential, while knowledge of another official United Nations language would be beneficial. Applicants should possess strong analytical thinking, effective problem
- solving abilities, excellent customer service orientation, time management skills, and the ability to work both independently and collaboratively within multicultural teams. A positive learning attitude, flexibility, initiative, and commitment to delivering high
- quality administrative support are essential qualities for success in this internship.
How to Apply
Interested candidates should submit their applications online through the official United Nations careers portal before the closing date. Applicants are encouraged to complete their online profile accurately, upload all required academic and supporting documents, and carefully review the vacancy requirements before submitting the application. Only applications received through the official recruitment system before the deadline will be considered. Shortlisted candidates may be contacted for further assessment or interviews as part of the recruitment process.
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