Office Services intern

IDLO seeks an intern to support the work of the Office Services Unit within the Human Resources and Office Services Department. This unit manages a high volume of time-sensitive service delivery for internal clients and stakeholders in a multicultural environment.

Under the supervision of the Head of Office Services, the Intern will support the Office Services Unit by performing the following duties:

• → Support the HQ Travel Team on general inquiries related to international and domestic individual and group travel.
• →Coordinate with travel agents to secure cost-effective itineraries in compliance with the applicable travel policy.
• →Arrange, confirm, and process accommodation payments in compliance with applicable travel policies or corporate rates.
• →Draft notes verbales and liaise with consulates to support visa processing.
• →Update traveller profiles for IDLO staff, consultants, and guests.
• →Assist in preparing and reviewing inventory lists for all IDLO offices
• →Support the organization of conferences, workshops, and retreats.
• →Edit, format, and contribute to correspondence, reports, documents, and presentations using word processing and spreadsheet tools.
• →Perform other administrative duties as required.

• Have completed, or be currently enrolled in, a postgraduate course of study at a university or equivalent higher education institution.
• Previous experience in office services or administration is desirable.

• Strong analytical and synthesis skills.
• Demonstrated ability to write clearly and concisely.
• Strong ability to draft and revise documents and handle business correspondence.
• Knowledge of a GDS booking system is an asset.
• Advanced computer skills, including strong proficiency in the Microsoft Office suite.
• Solid organizational skills.

• Fluency in spoken and written English and Italian is essential. French language knowledge is a plus.

• A positive attitude and readiness to be part of a team in a fast-paced, multicultural environment.
• Excellent interpersonal and communication skills.
• Ability to work constructively with internal and external stakeholders.
• Ability to respond promptly to queries and provide timely feedback.
• Capable of working proactively and independently in a well-organised manner, exercising sound judgment.
• Analytical and problem-solving skills.
• Keen sense of ethics, integrity and commitment to IDLO’s mandate.

IDLO provides all full-time interns with a monthly stipend of €600. Internships are offered for 3 months and may be renewed for up to 6 months. Full-time placements (5 days a week) are strongly preferred. Applicants available for less than 5 days a week will not be considered.

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer. We welcome applications of qualified candidates of all backgrounds. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.