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Information Management Intern [Temporary]

Nairobi (Kenya)

  • Organization: United Nations Human Settlements Programme
  • Location: Nairobi (Kenya)
  • Grade: Level not specified
  • Occupational Groups:
    • Statistics
    • Information Technology and Computer Science
    • Documentation and Information Management
  • Closing Date: 2021-10-22

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Org. Setting and Reporting

The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all.

The Project Accrual and Accounting System (PAAS) is a corporate repository designed to support project and resources management in a way that promotes accountability, transparency, efficiency and productivity that help respective organization units to access the projects whenever needed for reporting needs.

In January 2018, UN-Habitat launched a new project design and approval process that streamlined and addressed the identified challenges of the previous process and PAAS was updated and upgraded to integrate the workflow of the new project design and approval process and to respond to user programmatic requirements, including adding monitoring functionalities.

Umoja, Integrated Planning, Management and Reporting Solution (IPMR) was developed to support the United Nations’ Secretary-General’s commitment and efforts in implementing results-based management (RBM) culture, in response to the General Assembly’s request to the Secretary-General to continue his efforts aimed at strengthening the implementation of results-based management (RBM), programme monitoring and reporting, and aimed at shifting towards a culture of results in the Secretariat. IPMR has been deployed to all UN Secretariat Agencies, including UN-Habitat; it went live partially in December 2020 and fully in April 2021.
IPMR is a holistic, end-to-end project management tool, spanning multiple Umoja modules. It is used to manage the lifecycle of UN programmes and projects from the beginning to end (Planning to Closure and Reporting). It is based on Result-Based Management Concept (Result-based Planning, Result-based budgeting, and Result-based reporting).
UN-Habitat align itself with the Secretary General’s commitments and efforts aimed at strengthening the implementation of result-based management (RBM), programme monitoring and reporting, and aimed at shifting towards a culture of results in the Secretariat. UN-Habitat adopted IPMR as its Project/Programme Management tool to manage the lifecycle of its projects and programmes from the beginning to end: Planning, Implementation, Monitoring, Closure, and Reporting. Hence IPMR has replaced PAAS as the main UN-Habitat Project Management Information System, that is, where project information will be entered during planning, monitoring, and be used for project reporting. However, IPMR is not a full replacement of PAAS, there are other modules within PAAS developed for different purposes that will continue as required by the custodian offices, for example, Evaluation module, Donor Management System etc.
The Executive Office is committed and seeks to obtain all possible benefits from the effective use of IPMR. Oversight and Internal Control Unit (OICU) of Management Advisory and Compliance Service (MACS) is currently overseeing the successful deployment and usage of IPMR within the Agency. To deliver this very important assignment, OICU, MACS seeks an Information Management Intern to support the monitoring of the usage and quality of data input,

The Oversight and Internal Control Unit, MACS internship is for 6 months.

In the context of the COVID-19 pandemic, applicants may be requested to undertake the internship remotely in view of constraints regarding visa issuance, international travel and access to UN premises. Applicants must be willing and prepared to undertake the internship remotely for a part or the entirety of the internship. The work hours during the internship shall be determined based on individual discussion between the intern and the supervisor(s) taking into consideration the minimum requirements of the Organization and the time difference between the hosting office and the location of the intern

The Internship is UNPAID and full-time.

Interns work five days per week under the supervision of a staff member in the department or office to which they are assigned.

Responsibilities

Daily responsibilities will depend on the individual's background; the intern's assigned office as well as the internship period.

Under the Supervision of the Oversight, Internal Control Unit the intern will:
- Review system for any project information related gaps particularly projects approved by Project Review Committee (PRC) and projects converted from ECC into IPMR and write report on the finding.
- Follow up with relevant/related officers for missing project information and support them in updating same in IPMR to ensure completeness and accuracy of the information; this includes project related reports
- Report any technical issue experienced to the Umoja Deployment team and Head, OICU, MACS and follow up to make sure the problem is rectified
- Update project information in IPMR where required
- Assist Umoja Deployment team with testing new IPMR functionalities
- Run reports in IPMR for various purposes as required
- Undertake other relevant duties as required.

General:

- Keeps up to date on documents/reports/guidelines that have a bearing on matters related to programme budgets, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
- Performs other related duties, as assigned.

Competencies

Client Orientation:
Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

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.

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.

Education

Applicants must at the time of application meet one of the following requirements:
a. Be enrolled in a graduate school programme (second university degree or equivalent, or higher);
b. Be enrolled in the final academic year of a first university degree program (minimum Bachelor's level or equivalent);
c. Have graduated with Bachelor's degree, Masters, PhD or equivalent
Be computer literate in standard software applications.

Have demonstrated 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 include willingness to try and understand and be tolerant of differing opinions and views.

Preferred area of studies:
A degree in information system management, business administration, knowledge management, (or related fields). Additional studies in content development and/project management and trainings in communication or related areas is desirable.

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.

Do you have proficiency in creating and managing data bases in Excel ?

Do you have good knowledge of creating reports in word?

Do you have knowledge in Micro-soft suite ? this will be advantage

Languages

English and French are the working languages of the United Nations Secretariat. For this internship, fluency in oral and written English is required.

Assessment

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

Special Notice

“In the context of the COVID-19 pandemic, applicants may be requested to undertake the internship remotely in view of constraints regarding visa issuance, international travel and access to UN premises. Applicants must be willing and prepared to undertake the internship remotely for a part or the entirety of the internship.”

Your application for this internship must include:
1. A Completed application (Personal History Profile) and Cover Note, through the UN careers Portal. Incomplete applications will not be reviewed.

The Cover Note must include:

- Title of the degree you are currently pursuing
- Graduation Date
- IT skills and programmes you are proficient in
- Explain why you are the best candidate for this specific internship

Explain your interest in the United Nations Internship Programme, ensure to include all past work experience (if any).

2. Proof of enrollment from current University (if not graduated).

3. A copy of degree certificate (if you have already graduated).


Due to a high volume of applications received, 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.

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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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