Internship - Administrative Assistant

Job Posting Organization:
The job posting organization is the International Civil Aviation Organization (ICAO), which is a specialized agency of the United Nations. ICAO was established in 1944 and is headquartered in Montreal, Canada. The organization has a mission to promote the safe and orderly development of international civil aviation throughout the world. ICAO has a significant global presence, with regional offices, including the Asia Pacific Regional Office (APAC RO) located in Bangkok, and a Regional Sub Office (RSO) in Beijing. The organization employs a diverse workforce and operates in multiple countries, focusing on the implementation of international aviation standards and practices.

Job Overview:
The internship-position" style="border-bottom: 1px dotted #007bff !important;">internship position is designed to support the Administrative Unit within the Regional Sub Office (RSO) in Beijing. The intern will be involved in various administrative tasks that are crucial for the smooth operation of the office. This role is essential for ensuring that the office functions efficiently and effectively, particularly in relation to the coordination of meetings, events, and logistical arrangements. The intern will report directly to the Associate Administrative Officer, who will provide guidance and assign tasks. The position offers a unique opportunity to gain hands-on experience in an international organization and to understand the workings of civil aviation administration.

Duties and Responsibilities:
The intern will be responsible for a range of duties including: providing administrative support to the Administration Unit; assisting in the maintenance and upkeep of office premises and equipment; coordinating logistical arrangements for meetings and events; preparing for staff retreats by obtaining quotations and drafting agendas; supporting the setup of meeting rooms and ensuring all necessary materials are available; filing correspondences and documents; and performing other related duties as assigned. The intern will also assist in collecting quotations from suppliers for procurement needs and ensure that all administrative tasks are completed in a timely manner.

Required Qualifications:
Candidates must possess a strong foundation in administrative skills and be able to demonstrate their ability to manage multiple tasks effectively. Essential qualifications include being enrolled in or having completed a university degree in a relevant field such as aviation, business administration, management, or related areas. Desirable qualifications include enrollment in a graduate degree program. Candidates should also exhibit strong organizational skills, attention to detail, and the ability to work collaboratively in a team environment.

Educational Background:
The educational background required for this position includes either completion of or enrollment in a university degree program (bachelor's or first-level university degree) in fields related to aviation, business administration, management, language, marketing, computer science, or engineering. For candidates from educational systems that do not differentiate between undergraduate and graduate studies, a minimum of four years of full-time study towards a degree is required.

Experience:
While prior work experience is not mandatory for this internship, any relevant experience in administrative roles, customer service, or event coordination would be advantageous. The internship is primarily aimed at students or recent graduates looking to gain practical experience in an international organization.

Languages:
Fluency in English is essential, with strong reading, writing, and speaking abilities required. A working knowledge of a second language, particularly one of the official languages of the Organization (Arabic, Chinese, French, Russian, or Spanish), is desirable. Knowledge of Chinese, the local language of the duty station, would be considered an asset and beneficial for the role.

Additional Notes:
This internship is unpaid, and all costs related to travel, insurance, accommodation, and living expenses must be covered by the intern. The duration of the internship is three months, with the possibility of renewal based on organizational needs. Interns are expected to work full-time, five days a week, and are not permitted to engage in any other form of employment during their internship. Additionally, interns will not be eligible for employment with ICAO for six months following the completion of their internship.