Intern, Registration Assistant

Job Posting Organization:
The Bureau of Administration and Services (ADB) is a key component of the International Civil Aviation Organization (ICAO), which plays a crucial role in the effective and efficient administrative management of the organization. ADB is dedicated to providing high-quality physical and human resources while adhering to the highest standards of work ethics and conduct. The organization employs results-based management skills and tools to support the implementation of its strategic objectives, serving all stakeholders within the global aviation community. ADB encompasses various units, including Languages, Publications and Conference Management (LPC) and Interpretation and Conference Services (ICS), which are responsible for providing essential services such as interpretation, translation, and conference management in the six ICAO working languages: Arabic, Chinese, English, French, Russian, and Spanish. The organization is committed to continuous improvement and compliance with international standards, ensuring a safe and healthy working environment for its staff.

Job Overview:
The Intern, Registration Assistant position is designed for individuals who are currently enrolled in a university program, ideally at the Bachelor's level or equivalent. The intern will primarily work in-person at the ICAO Conference Centre, with the possibility of remote work for a limited number of days each month. This role is particularly focused on supporting the registration process for the 42nd session of the ICAO Assembly, which will take place between August and October 202

• The intern will be responsible for assisting with various registration tasks, ensuring a smooth experience for participants in both hybrid and face-to-face meetings. The position requires strong communication skills, teamwork, and the ability to manage logistical aspects of event registration effectively. The intern will report directly to the Registration Coordinator, who will assign tasks and set priorities, ensuring that the intern gains valuable experience in conference management and administrative support.

Duties and Responsibilities:
The duties and responsibilities of the Intern, Registration Assistant include: reviewing and modifying the list of registered participants; assisting in online registration and managing the check-in processes for virtual and hybrid meetings; managing the virtual waiting room and admitting approved participants into the virtual meeting room; providing support to the Registration Coordinator and the registration team; preparing and distributing event badges for participants in hybrid and face-to-face meetings; offering assistance to event organizers and meeting participants regarding registration-related issues; operating the onsite registration booth during hybrid and face-to-face meetings; guiding and welcoming event participants; facilitating traffic during on-site registration; and performing any other duties as assigned by the Registration Coordinator.

Required Qualifications:
The position requires several essential qualifications, including the ability to write clearly and concisely, in-depth knowledge of computer software such as MS Word and MS Excel, and familiarity with virtual meeting platforms like ZOOM and MS Teams. Candidates should possess strong collaboration and teamwork skills, effective communication and presentation abilities, and access to a personal computer or laptop equipped with an HD webcam and headset (recommended) or a standalone microphone. Additionally, candidates must have access to high-speed internet at home, with a minimum speed of 50 Mbps, to facilitate remote work and manage virtual meetings when necessary.

Educational Background:
Applicants must be enrolled at least in the first year of studies at a university or equivalent institution towards the completion of a degree, with a minimum requirement of a Bachelor's level or equivalent. This educational background is crucial for understanding the administrative and logistical aspects of the role, as well as for effective communication and collaboration within the team.

Experience:
While specific professional experience is not mandatory for this internship-position" style="border-bottom: 1px dotted #007bff !important;">internship position, candidates should demonstrate relevant skills and competencies that align with the responsibilities of the role. Essential skills include clear and concise writing, proficiency in computer software, and familiarity with virtual meeting platforms. Collaboration and teamwork experience, as well as effective communication skills, are highly valued.

Languages:
Fluency in reading, writing, and speaking English is essential for this position. Additionally, a working knowledge of any other ICAO working language (Arabic, Chinese, French, Russian, Spanish) is considered desirable, as it enhances communication with a diverse range of participants and stakeholders.

Additional Notes:
This internship is unpaid, and all costs related to travel, insurance, accommodation, remote working, and living expenses must be borne by the intern. The duration of the internship is six months, during which the intern is expected to work five days a week on a full-time basis. Interns are not permitted to engage in any other form of employment within ICAO during the internship period and are ineligible to apply for or be appointed to any post in the Secretariat or contracted for any other remunerated employment with ICAO for six months following the end of their internship. Interested candidates must complete an online application form through the ICAO Careers site. It is important to note that ICAO does not charge any fees or request money from candidates at any stage of the selection process, and any such requests should be disregarded as fraudulent.