Job Opening

Posting Title: Internship – Event Registration Assistant, ADB/IAS/CSG/VEM (10 positions), I (Temporary Job Opening)
Job Code Title: INTERN - CONFERENCE SERVICES
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 01 September 2021 - 30 September 2021
Job Opening Number: 21-Conference Services-ICAO-163054-J-Montreal (E)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the Organization by ensuring the provision of high-quality physical and human resources, by applying the highest standards of work ethics and conduct, and by using results based management skills and tools to support the Organization in implementing its Strategic Objectives, in order to serve all stakeholders of the world aviation community.

The Conference, Security and General Services Section (CSG) of ADB is mainly responsible for event management and services, general services, building administration and security management of the premises.The Venue and Event Management (VEM) Unit of ICAO is committed to client satisfaction, fulfillment of compliance obligations, protection of the environment and provision of safe and healthy working conditions, while providing sustainable venue and event management services. We are committed to fulfill legal and standardization requirements to protect the environment, eliminate occupational health and safety hazards and risks for the prevention of work-related injury and ill health. By consulting with and encouraging the participation of our staff, the continuous improvement of the Quality, Environment, Occupational Health and Safety (QEHS) Management System is ensured. VEM conforms to the requirements of International Standards ISO 9001:2015, ISO 14001:2015, ISO 45001:2018, ISO 20109:2016 and ISO 2609:2016.

Part of the Venue and Event Management (VEM) Unit, the Intern, Registration Assistant reports to the Registration Coordinator who assigns tasks and decides on priorities. The intern will mostly work remotely and must be present onsite when necessary.

Responsibilities

- Review and modify the list of registered participants.
- Assist in online registration and virtual/hybrid meetings’ registration and check-in processes.
- Assist in managing virtual waiting room and admitting approved participants into the virtual meeting room.
- Provide support to the Registration Coordinator and the registration team.
- Prepare and distribute event badges to participants for hybrid and face to face meetings.
- Provide support to event organizers and meeting participants for all issues related to the registration.
- Operate the onsite registration booth for hybrid and face to face meetings.
- Provide guidance and support to other registration operators.
- Welcome and guide event participants for hybrid and face to face meetings.
- Act as a facilitator to direct the traffic during the on-site registration for hybrid and face to face meetings.
- Performs any other duties that may be assigned from time to time

Competencies

Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges.

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; tailor’s language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within a prescribed time and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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 clients.

Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things.

Technological Awareness: Keeps abreast of available technology; understands applicability of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

At the time of application, applicants are required to have enrolled at least in the first year of studies at a university or equivalent institution towards the completion of a degree (minimum Bachelor’s level or
equivalent).


Professional experience and technical requirements
Essential:
- Ability to write clearly and concisely.
- In-depth knowledge and ability to use a computer and relevant software are essential, including MS Word, MS Excel.
- In-depth knowledge and ability to use virtual meeting platforms, including ZOOM, MS Teams.
- Collaboration and team work skills.
- Effective communication and presentation skills.
- Access to a personal computer or laptop at home equipped with speaker and microphone (headset is recommended) and webcam.
- Access to high speed internet at home. Minimum speed of 50 Mbps and necessary download capacity to perform remote work and manage virtual meetings

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.

Languages

Essential: Fluent reading, writing and speaking abilities in English.

Desirable: A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish)

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Interns are not paid. All costs related to travel, insurance, accommodation, remote working and living expenses must be borne by the intern.

The duration of the internship is between one to three months. The intern is expected to work five days a week, on a full-time basis.

Interns shall not be eligible to be engaged in any other form of employment within ICAO during the period of internship and shall not be eligible to apply for or be appointed to any post in the Secretariat or be contracted for any other remunerated employment with ICAO for the six months immediately following the end of their internship.

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.

United Nations Considerations

In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO 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.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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 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 in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.

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