Colombia: Events and Administrative Support Internship

CURRENT OPPORTUNITY

We are looking for a talented individual to work with GGGI Colombia for supporting the operations enabling division (OED) team through event logistics-related activities, and additional administrative tasks. The focus of this internship is to provide technical and operational event and administrative services performing high quality and accuracy of work, while learning the Institute´s mission and advances in the Colombia Program.

Following the guidelines of GGGI in Colombia, and under the direct supervision of the Administrative Associate and the Administrative Assistant, the Event and Administrative Intern will support the following functions:  

1. Support the logistics of meetings and events linked to the GGGI Colombia Program Portfolio, including invitations drafting, follow-up calls, confirmation of invitees, budget, and quotations from suppliers on the services and goods required, printing of materials, coordination of third parties traveling arrangements, support to facilitators, panelists, interpreters and others, coordination with the Communications Team for the promotion of the event, review of final bills, among others.
2. Occasionally attend GGGI Colombia events covering the following: prior to and during the event meetings for logistical coordination, photographic record and video coverage when needed, and coordination of all logistical activities that may arise during the event, among others.
3. Perform administrative tasks related to the maintenance of the physical offices in Bogota and Villavicencio, keep up to date: the petty cash and related expenses, staff information related to emergency contacts and food preferences, among other staff information; support survey processes within the Colombia Team, classification of a list of suppliers with scoring and description, and other administrative tasks that may arise.   

ELIGIBILITY                                              

Applicants to the GGGI internship program must meet the following requirements:

• Be enrolled in a Bachelor’s (final year), Master’s or PhD program prior to internship assignment, or a recent graduate within the last 12 months.
• Be engaged or recently engaged in academic study in a field directly related to the Institute’s work
• Possess an excellent command of English.

QUALIFICATIONS

• (MANDATORY) Bachelor’s (or final year) in Administration, Tourism, Communications, Engineering, Marketing, Public Relations, or related fields.
• (MANDATORY) Be able to work and currently living in Colombia.
• (MANDATORY) Previous experience managing budgets, quotations, communication with hotels and providers, and all event-related activities.
• Exceptional ability to pay attention to details, particularly when it comes to developing the logistics for a meeting/event, following the rules & guidelines of GGGI.
• (MANDATORY) Strong and clear communication skills both spoken and written.
• Excellent organization skills using tools such as excel documents, and calendars, among others, and excellent computer skills with experience in Microsoft Office.
• Ability to work under pressure, be proactive, creative to resolve unexpected situations, high integrity. 
• A keen interest and creativity in developing systems and structured processes for the quality assurance of all event-related activities.
• Photo recording and video production skills are a plus. 
• Experience / knowledge of green growth and sustainable development is a plus. 
• Excellent Spanish knowledge and fair English writing and speaking skills are required. 

SELECTION PROCESS

• Date to close is Korean Standard Time (KST) – not Colombia time.
• Applications submitted after the deadline will not be considered.
• GGGI evaluates applications based on eligibility requirements, relevance of academic study and work experience (if any); and the level of interest and motivation to contribute to development work.
• Due to high volume of applications, only shortlisted candidates will be contacted.

IMPORTANT INFORMATION

• Duration: The internship program is for at least three months and up to six months. Once selected, interns must begin your internship either prior to or within 12 months of graduation. 
• Stipend: GGGI interns receive a monthly stipend of USD$500 per month. All costs related to travel, insurance, accommodation, and living expenses must be borne by either the interns or their sponsoring institutions.  
• Visa: GGGI will provide a supporting letter for visa. Interns will be responsible for obtaining and financing the necessary visas.  
• Travel: Intern will arrange and finance their travel to the internship location.  
• Medical Insurance: Interns must present proof of valid medical insurance to GGGI upon returning the signed internship contract.
• Confidentiality: Interns must keep confidential any and all unpublished information obtained during the course of the internship and may not publish any documents based on such information.  
• Academic Credit: Interns may get academic credit from their institution of higher education for the internship. Interns need to check with their university to confirm their academic credit policy for internships.  
• Working Hours: interns are expected to work during normal working hours. Leave should be pre-approved by the Intern Manager, and the latter should inform the Office of HR accordingly.
• Learning Outcomes: before completion of the internship, Intern Managers are expected to review the learning outcomes with the intern.
• Certificate: provided upon successful completion of the internship, upon request. 

Child protection – GGGI is committed to child protection, irrespective of whether any specific area of work involves direct contact with children. GGGI’s Child Protection Policy is written in accordance with the Convention on the Rights of the Child.