Internship – Event Registration Assistant

Work Location

Montréal, Canada

Expected duration

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

Duties and Responsibilities

THE ORGANIZATIONAL SETTING 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. Languages, Publications and Conference Management (LPC) provides interpretation, translation, editorial in the six ICAO working languages (Arabic, Chinese, English, French, Russian and Spanish) and conference management services. Based on the principle of simultaneous distribution of meeting documentation to governing bodies, it ensures the issuance of papers and the provision of interpretation services to Council, its subsidiary bodies, the Air Navigation Commission and other ICAO meetings held within and away from Headquarters. As member of the Interpretation and Conference Services Section (ICS), the Conference Services (COS) Unit is committed to client satisfaction, fulfillment of compliance obligations, protection of the environment and provision of safe and healthy working conditions, while providing sustainable conference management services. We are committed to fulfill legal and standardized 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 Management System (QEHSMS) is ensured. COS 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 Conference Services (COS) Unit, the Intern, Registration Assistant reports to the Registration Coordinator who assigns tasks and decides on priorities. The intern will work mainly in-person and must be present on site. The intern may work remotely when possible, and for limited number of days per month. MAJOR DUTIES AND RESPONSIBILITIES • Reviewing and modifying 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.

Qualifications/special skills

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).

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).

Additional Information

Please note that this is a locally recruited position and restricted to Canadian Citizens, Permanent Residents of Canada, and applicants with Canadian work permit. Interns are not paid. All costs related to travel, insurance, accommodation, remote working and living expenses must be borne by the intern. 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.

Intern Specific text

Interns are not financially remunerated by the United Nations. Costs and arrangements for travel, visas, accommodation and living expenses are the responsibility of interns or their sponsoring institutions. Interns who are not citizens or permanent residents of the country where the internship is undertaken, may be required to obtain the appropriate visa and work/employment authorization. Successful candidates should discuss their specific visa requirements before accepting the internship offer.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.