Internship with Travel & Events Team

Location : Istanbul, TURKEY

Application Deadline : 07-Oct-23 (Midnight New York, USA)

Type of Contract : Internship

Post Level : Intern

Languages Required : English

Starting Date : (date when the selected candidate is expected to start)

23-Oct-2023

Duration of Initial Contract : 3 months

Expected Duration of Assignment : 3 months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the supervision of the Head of Travel and Events Unit, the Travel and Events Unit intern provides support on travel and event related services, ensuring high quality and accuracy of work to obtain the optimum travel services. Travel and Events Unit intern promotes a collaborative, client-focused, quality, and results-oriented approach to the delivery of travel services.

The intern works in close collaboration with the Travel and Events Unit Assistant and Associates to ensure consistent service delivery.

Duties and Responsibilities

Main duties of an intern will be as follows:

•  The development of template forms for easy storage of standard information and keeping databases up to date.
•  Interfacing with current technology to recommend better solutions for Travel and Events challenges in the office.
•  Payment status follow-up with the LTA travel agency; monitor payments and maintain weekly contact with the agency representative.
•  Keep the payment status table updated and inform when there is a significant increase in the pending payments.
•  Follow up open claim tables and send reminders to travelers for claim submission.
•  Assist with hotel reservations for visiting UN/UNDP officials.
•  Support on processing requests for visas for all UN travelers in coordination with the visa agency.
•  Arrangement for airport pick-up and support to expediting customs and immigration procedures, as necessary.
•  Support GBL/BBL arrangements in the Hub.
•  Preparation of routine correspondence, excel tables, and reports.
•  Extracting, inputting, copying, and filing data from various sources.
•  Support liaising with service providers (hotels, restaurants, etc.) to identify the most convenient and cost-effective options for workshop/conference/meeting locations and functions.
•  Provide on-site support during events when needed.
•  Informing Plaza reception on expected guests.
•  Other required support to the work of the IRH Travel and Events Unit.

Competencies

•  Excellent relationship management, communication, and analytic skills.
•  A well-organized individual with the ability to multi-task;
•  A team player: the ability to work productively and effectively with others.

Required Skills and Experience

Education: Applicants to the UNDP internship program must, at the time of application, meet one of the following requirements:

•  Be enrolled in a postgraduate degree programme (such as a master’s programme, or higher);
•  Be enrolled in the final academic year of a first university degree program (minimum bachelor’s level or equivalent).
•  Have graduated with a university degree in fields such as Tourism/Hotel management and/or travel desirable related fields, and, if selected, must start the internship within one year of graduation.
•  Be enrolled in a postgraduate professional traineeship program and undertake the internship as part of this program.

Experience:

•  Previous related work experience in a national or an international entity would be an asset but not required.
•  Experience in Travel agency/Hotel management is an asset but not required.

Language skills:

•  Proficiency in written and spoken English;
•  Turkish or Russian language knowledge is an asset.

Learning:

•  The intern will develop a good overview of regional travel, logistics, and event management practices and a basic understanding of relevant UNDP concepts.

5. Notes: Financial Issues: Internships within the UN system are subject to conditions the applicant must get familiar with before signing his/her internship agreement. Starting from January 2020 interns receive stipends according to UN rules and regulations. The monthly stipend amount is USD 279,16 for Turkiye offices. Any further costs associated with the internship must be borne by the nominating institution, related institution or government, which may provide the required financial assistance to its students; or by the student, who will have to obtain financing for subsistence and make his or her arrangements for travel, accommodation and other costs.

Selected candidate must submit following documents:

•  Official letter from the University confirming enrollment in a graduate-level degree programme;
•  Proof of medical and life/accident insurance valid for the location in which the internship will be carried out. Selected intern must have medical and life insurance.

UNDP only accepts interns for a minimum of 6 weeks and a maximum of 6 months. UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship. Interns are not staff members and may not represent UNDP in any official capacity. It is important to note that interns are responsible to arrange for their own visa and residence documents and need to plan for these well in advance.

Subsequent Employment: The purpose of the Internship Programme is not to lead to further employment with UNDP but to complement an intern’s studies. Therefore, there should be no expectation of employment at the end of an internship. More information available at: http://www.eurasia.undp.org/content/rbec/en/home/about_us/jobs/internships/