The International Civil Aviation Organization (ICAO) offers an exciting internship opportunity for individuals interested in gaining hands-on experience in administrative and event management roles. The position of Event Registration Assistant falls under the Bureau of Administration and Services (ADB) and is a key role in supporting the organization’s mission of ensuring efficient operations within the global aviation community.
Closing date: Ongoing
Location: Montreal, QC, Canada
Organizational Setting
The Bureau of Administration and Services (ADB) is responsible for the effective management of the resources and administrative services that support ICAO in achieving its strategic objectives. It ensures the provision of high-quality physical and human resources and maintains the highest standards of ethical conduct in its operations. By applying results-based management skills and tools, ADB plays a critical role in enhancing ICAO’s service delivery to all stakeholders involved in the aviation sector.
Language and Conference Services
The Languages, Publications, and Conference Management (LPC) division offer vital services, including interpretation, translation, and conference management across ICAO’s six official languages: Arabic, Chinese, English, French, Russian, and Spanish. This division ensures that all meeting documentation is simultaneously distributed and provides interpretation services to various governing bodies, ensuring smooth communication during crucial ICAO events.
The Interpretation and Conference Services (ICS) division is responsible for managing all logistical aspects of meetings and conferences, including the provision of interpretation services and managing activities at the ICAO Conference Centre. The ICS aims to ensure full client satisfaction, compliance with legal requirements, and the creation of safe working conditions by implementing sustainable conference management practices. They are committed to improving quality, environmental standards, and occupational health and safety, aligning with internationally recognized standards such as ISO 9001:2015 and ISO 14001:2015.
The intern will work within the ICS, specifically in the Conference Services (COS) unit, which focuses on client satisfaction and meeting compliance obligations while ensuring a safe and healthy working environment through sustainable practices.
Major Duties and Responsibilities
As an Event Registration Assistant, the intern will play a vital role in several core activities leading up to and during ICAO events, particularly the 42nd session of the ICAO Assembly, scheduled from August to October 2025. The internship offers valuable exposure to event coordination and management in a dynamic international setting. The key responsibilities include:
- Registration Management:
- Review and modify the participant registration list to ensure it is up-to-date.
- Assist in the online registration process, providing support for virtual and hybrid meeting registrations, including managing check-in procedures.
- Virtual Meeting Management:
- Manage virtual waiting rooms, admitting approved participants into virtual meeting rooms and ensuring smooth transitions between sessions.
- Assist in troubleshooting issues related to registration and meeting access.
- Event Preparation and Support:
- Prepare and distribute event badges for hybrid and in-person participants to facilitate smooth access to meetings.
- Provide operational support at on-site registration booths, assisting participants and ensuring processes run efficiently during the events.
- Welcome and guide participants, facilitating traffic flow during registration to minimize delays.
- Collaboration with Team Members:
- Support the Registration Coordinator and other team members in various tasks as needed, aiding in the overall success of the event.
- Provide training and guidance to fellow registration operators, fostering teamwork and collaboration during the events.
- Additional Duties:
- Assist in miscellaneous duties as directed by the Registration Coordinator, ensuring flexibility and responsiveness to changing needs.
Qualifications and Experience
Education
Candidates must be enrolled in at least the first year of university or an equivalent institution, pursuing a degree at the Bachelor’s level or higher to qualify for this internship.
Professional Experience and Technical Requirements
Essential Skills:
- Exceptional writing skills with the ability to convey information clearly and concisely.
- Proficiency in using computers, with strong knowledge of software applications like MS Word and MS Excel.
- Familiarity with virtual meeting platforms, including Zoom and MS Teams.
- Strong collaboration and teamwork skills, promoting a cooperative working environment.
- Effective communication skills, both written and verbal, necessary for interacting with diverse stakeholders.
- Access to a personal computer or laptop equipped with a high-definition webcam and headset (recommended), or a standalone microphone and speakers, to facilitate remote work.
- Reliable high-speed internet connection, with a minimum speed of 50 Mbps to support online meetings and tasks.
Language Requirements
- Essential: Fluent reading, writing, and speaking abilities in English.
- Desirable: Proficiency in any additional ICAO language (Arabic, Chinese, French, Russian, Spanish) is advantageous.
Personal Competencies
Successful candidates will embody several core competencies crucial for a professional environment at ICAO:
- Professionalism: Takes pride in their work, shows persistence in facing challenges, and adheres to high standards of professionalism and ethical conduct.
- Communication: Demonstrates effective communication skills, tailoring language and style to match the audience while facilitating clear and open dialogues.
- Accountability: Takes ownership of responsibilities, meets commitments in a timely manner, and supports colleagues in achieving collective goals.
- Client Orientation: Focuses on the needs of clients or participants, establishing productive partnerships and ensuring their experiences are positive.
- Creativity: Actively seeks improvement opportunities and brings innovative solutions to enhance programs and services.
- Technological Awareness: Stays updated on relevant technologies, applying them effectively to enhance efficiency in tasks.
Employment Conditions
Internship positions at ICAO are unpaid, and all costs related to travel, accommodation, remote work, and living expenses are the responsibility of the intern. The internship lasts for six months, requiring a full-time commitment of five days a week. Interns are not permitted to engage in any other employment during the internship period.
Moreover, interns may not apply for or be appointed to any ICAO positions or receive contracts for remunerated work within six months following the conclusion of their internship period.
How to Apply
Interested candidates who meet the qualifications and are eager to contribute to ICAO’s mission must complete an online application form to express their interest in this unique opportunity. To apply, please visit the ICAO Careers site. This internship promises a rich learning experience and the chance to be part of significant global aviation discussions and initiatives, paving the way for career advancement in international relations, event management, and administrative services. Don’t miss out on the chance to enhance your skills and build valuable connections within the aviation sector!
visit the ICAO Careers site
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