Intern-conference services

Work Location

In-person at UNHQ in New York, or hybrid with in-person and remote combined

Expected duration

Up to six months, with a start date as soon as possible.

Duties and Responsibilities

The intern will support the work of the Meeting Management Section, with a focus on cost recovery coordination and long-term meeting management to ensure efficient processes, timely follow-up, and compliance with applicable procedures. Daily responsibilities might include, but not necessarily be limited to: Cost Recovery Coordination for extra-budgetary meetings and events

• Assist in the timely coordination of cost recovery of conference services;
• Liaise with relevant service providers, such as interpretation services, to verify requirements and availability;
• Coordinate with the Executive Office and other stakeholders to obtain quotes on cost estimates;
• Prepare and communicate quotations to clients in a clear and timely manner;
• Proactively follow up with clients to secure confirmation and payment, ensuring adherence to timelines;
• Track the status of ongoing requests and maintain organized records of correspondence, approvals, and payments;
• Identify delays or bottlenecks and support efforts to improve workflow efficiency. Long-term extra-budgetary Meetings Monitoring and Compliance
• Conduct research and monitoring of publicly available information related to the requests for extra-budgetary meetings and events at UN premises;
• Identify and flag potential misuse of the United Nations name or emblem, or premature/unauthorized announcements of meetings;
• Compile relevant findings and support follow-up actions to ensure compliance with UN policies and approval processes;
• Assist in maintaining internal tracking tools for long-term extra-budgetary meetings and related requests. General Support
• Provide assistance in responding to queries from delegates and secretariats related to conference services and processes;
• Support coordination of conference services with internal service providers as required;
• Assist in improving templates, tracking tools, and internal workflows;
• Perform other related duties as required.

Qualifications/special skills

To qualify for an internship with the United Nations Internship Programme, one of the following conditions must be met: (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 programme (minimum Bachelor's level or equivalent) or (c) Have graduated with a university degree (as defined above). OFFICIAL PROOF FROM THE UNIVERSITY IN SUPPORT OF ONE OF THE ABOVE OPTIONS SHOULD BE ATTACHED TO THE INSPIRA APPLICATION. Advanced organizational skills and attention to detail, as well as excellent written and verbal communicati...