Job Description
Location: Beijing, China
Position: Internship – Administrative Assistant
Organizational Setting
The Asia Pacific Regional Office (APAC RO) based in Bangkok plays a critical role in maintaining continuous liaison with States and relevant international organizations, regional civil aviation authorities, and UN agencies. The APAC RO is tasked with ensuring interregional coordination and the effective and timely implementation of ICAO policies, decisions, Standards and Recommended Practices (SARPs), and air navigation plans. The office also provides technical guidance and support to States and Territories in their implementation activities.
The Regional Sub Office (RSO) in Beijing complements the APAC RO and caters to the needs of 39 Asia-Pacific States with an emphasis on enhancing Air Traffic Management (ATM) capabilities. The RSO monitors current implementations, conducts gap analyses between global and regional roadmaps, and updates the implementation status of APAC States.
In this context, the Administrative Intern will offer vital support to the Administrative Unit for various office and administration activities. The intern will report directly to the Associate Administrative Officer, who will assign tasks, set priorities, and provide additional direction as necessary.
Terms of Reference
Under the supervision of the Associate Administrative Officer, the intern will be expected to:
Administrative Support
- Provide comprehensive administrative assistance to the Administration Unit, facilitating daily office and general administration tasks.
- Help coordinate with property management to ensure the maintenance and upkeep of office premises and equipment, guaranteeing suitable operational conditions.
Event Preparation
- Assist in the planning and logistics for staff retreats, including obtaining quotations from travel agencies, drafting agendas, confirming venue arrangements, and submitting proposals for management approval.
Meeting Coordination
- Collaborate with Programme Assistants and the Administration team to organize logistical arrangements for meetings and events held in Beijing. This includes arranging meeting venues, audiovisual equipment, and managing security screening and registration processes for participants.
- Support the Administrative Clerk in setting up meeting rooms, arranging table flags and nameplates, and performing other related duties associated with conference and meeting services.
Procurement Support
- Coordinate with the Administrative Clerk to collect quotations and required details from suppliers for the procurement of goods, as needed.
Filing and Documentation
- Assist in the organization and filing of correspondence and documents pertinent to the RSO.
Other Duties
- Perform additional related tasks as assigned by the management.
Qualifications
Education
- Essential: Candidates must be enrolled in or have completed a university degree (bachelor’s or first-level) in a field related to aviation, business administration, management, languages, marketing, computer science, engineering, or a closely related field.
- Desirable: Enrollment in a graduate degree program (second-level or higher) in one of the aforementioned fields is preferred. Candidates from educational systems where higher education is not categorized into undergraduate and graduate stages should have completed at least four years of full-time studies toward a degree.
Languages
- Essential: Fluency in reading, writing, and speaking English is required.
- Desirable: A working knowledge of a second UN language (Arabic, Chinese, French, Russian, or Spanish) is advantageous. Proficiency in Chinese, the local language, is considered an asset.
Competencies
- Professionalism: Demonstrates pride in work and achievements, exhibiting competence and mastery in subject areas. Conscientious in meeting commitments and deadlines; resilient and calm under stress. Incorporates gender perspectives and ensures equitable participation in all work areas.
- Communication: Possesses clear speaking and writing abilities; effectively listens and interprets messages; shows interest in two-way communication. Adapts language and style to suit the audience and maintains openness in sharing information.
- Teamwork: Collaborates with colleagues to accomplish organizational goals, values others’ ideas and expertise and places team objectives before personal interests. Supports team decisions and shares credit for accomplishments.
- Client Orientation: Views all service recipients as clients, striving to understand their perspectives. Builds productive relationships with clients, identifying their needs, monitoring developments, and keeping them informed of progress.
- Creativity: Seeks to enhance programs or services by proposing new solutions and innovative ideas; embraces calculated risks and new approaches while remaining open to fresh concepts.
Conditions of Internship
- Compensation: This is an unpaid internship. All costs related to travel, insurance, accommodation, and living expenses will be borne by the intern.
- Duration: The internship lasts for three months, with the possibility of extension based on business needs. Interns are expected to work five days a week, full-time.
- Restrictions: Interns are not permitted to engage in any other form of employment within ICAO during their internship period and are ineligible to apply for employment within the Secretariat or for any compensated positions at ICAO for six months following their internship.
Application Process
Interested candidates should complete an online application form and attach the following documents:
- A recommendation letter from their educational institution.
- A detailed CV (no photographs), explicitly outlining educational background and relevant experiences.
To apply, please visit ICAO’s e-Recruitment website: ICAO e-Recruitment.
This internship presents an excellent opportunity for students or recent graduates interested in gaining practical experience in administrative functions within an international setting. By participating in this role, you will develop valuable skills and contribute to significant projects impacting aviation and air navigation in the Asia Pacific region. Don’t miss your chance to connect with a diverse work environment that seeks to enhance the capabilities of its interns—apply today!
Visit the ICAO Careers Page
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