Internship - Administrative Assistant, Beijing, China

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THE ORGANIZATIONAL SETTING

The Asia Pacific Regional Office (APAC RO), Bangkok is primarily responsible for maintaining continuous liaison with the States to which it is accredited and with appropriate international organizations, regional civil aviation bodies, sub-regional bodies and UN Agencies and programmes. In addition, the Regional Office ensures interregional coordination and promotes the timely and harmonized implementation of ICAO policies, decisions, Standards and Recommended Practices (SARPs) and air navigation plans. The Regional Office also provides technical guidance and assists States/Territories in their implementation activities. The Asia and Pacific Air Navigation Planning and Implementation Regional Group (APANPIRG) is a regional body of ICAO that was established to address air navigation planning and implementation matters in the Asia and Pacific region.

The Regional Sub Office (RSO) at Beijing complements the APAC RO and provides service to 39 APAC States, but slightly different in roles. RSO focuses on the capacity building of Air Traffic Management (ATM) capabilities in the region. RSO monitors the current implementation, conducts gap analysis between the global /regional roadmap and updates implementation status of APAC States.

The Intern supports the Administrative Unit in activities related to office and general administrations. The intern will report to the Associate Administrative Officer who assign tasks, decide on priorities and also receives instructions from the Head of Office, as required.

TERMS OF REFERENCE Under the supervision of the Associate Administrative Officer, the intern will be expected to:

• Provide administrative support to the Administration Unit with the day-to-day office and general administration as assigned.
• Assist in coordinating with the property management, which includes assisting in the maintenance and upkeep of office premises and office equipment, ensuring the cleanliness and suitability of operational conditions.
• Assist in preparing for the staff retreat, for example, obtain quotations from travel agencies, draft the agenda and confirm on the venue arrangement, submit the proposal for managements decision.
• Assist the Programme Assistants and Administration team to organize and coordinate logistical arrangements for meetings/events held in Beijing, including arranging meeting venue, audio/visual equipment requirements, and security screening and registration process for participants.
• Support the Administrative Clerk for the setup of the meeting rooms, arrangements of table flags and name plates and other duties related to conference and meeting services.
• Coordinate with the Administrative Clerk for collecting quotations and details from the suppliers for the procurement of goods, as required.
• Provide support in the filing of correspondences and documents for the RSO.
• Perform other related duties.

QUALIFICATIONS Education

Essential: Candidates are required to have completed or be enrolled in a university degree (bachelor or first-level university degree) programme in a field of study related to aviation, business administration, management, language, marketing, computer science, other engineering, or related field.

Desirable: Candidates are required to be enrolled in a graduate degree programme (second-level university degree or higher) in a field of study related to aviation, business administration, management, language, marketing, computer science, other engineering, or related field.

Applicants pursuing studies in countries where higher education is not divided into undergraduate and graduate stages should have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree.

Languages

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

Desirable: A working knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, or Spanish). A working knowledge of Chinese (local language of the duty station) would be considered an asset.

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; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work

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

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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 client.

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; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

CONDITIONS OF INTERNSHIP

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

The duration of the internship is three months, with possibility of renewal subject to the requirement. 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.

HOW TO APPLY

Interested candidates must complete an on-line application form and attach a recommendation letter from the educational institution. To apply, please visit ICAOs e-Recruitment website at: https://careers-new.icao.int/web/icao/internship

NOTICE TO CANDIDATES ICAO does NOT charge any fees or request money from candidates at any stage of the selection 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.

Information :

• Company : United Nations Development Programme (UNDP)
• Position : Internship - Administrative Assistant, Beijing, China
• Location : 北京市
• Country : CN

How to Submit an Application:

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