THE ORGANIZATIONAL SETTING

The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the Organization by ensuring the provision of high-quality physical and human resources, by applying the highest standards of work ethics and conduct, and by using results based management skills and tools to support the Organization in implementing its Strategic Objectives, in order to serve all stakeholders of the world aviation community.

Languages, Publications and Conference Management (LPC) provides interpretation, translation, editorial in the six ICAO working languages (Arabic, Chinese, English, French, Russian and Spanish) and conference management services. Based on the principle of simultaneous distribution of meeting documentation to governing bodies, it ensures the issuance of papers and the provision of interpretation services to Council, its subsidiary bodies, the Air Navigation Commission and other ICAO meetings held within and away from Headquarters.

The Interpretation and Conference Services (ICS) of ADB is responsible for interpretation and conference services. The Section is responsible for managing all logistical aspects related to the organization of meetings and conferences, including the provision of interpretation services and the management of activities at the ICAO Conference Centre.

Within ICS, the Conference Services (COS) Unit is committed to client satisfaction, fulfilment of compliance obligations, protection of the environment and provision of safe and healthy working conditions, while providing sustainable conference management services. We are committed to fulfil legal and standardized requirements to protect the environment, eliminate occupational health and safety hazards and risks for the prevention of work-related injury and ill health. By consulting with and encouraging the participation of our staff, the continuous improvement of the Quality, Environment, Occupational Health and Safety Management System (QEHSMS) is ensured. COS conforms to the requirements of International Standards ISO 9001:2015, ISO 14001:2015, ISO 45001:2018, ISO 20109:2016 and ISO 2609:2016.

Part of the COS, the Intern, Registration Assistant reports to the Registration Coordinator who assigns tasks and decides on priorities. The intern will work mainly in-person and must be present on site. The intern may work remotely when possible, and for limited number of days per month. In addition to its ongoing needs, COS is looking for up to ten candidates for short-term (2-months) positions for the 42nd session of the ICAO Assembly between August and October 2025.

  MAJOR DUTIES AND RESPONSIBILITIES

• Reviewing and modifying the list of registered participants.
• Assist in online registration and virtual/hybrid meetings’ registration and check-in processes.
• Assist in managing virtual waiting room and admitting approved participants into the virtual meeting room.
• Provide support to the Registration Coordinator and the registration team.
• Prepare and distribute event badges to participants for hybrid and face to face meetings.
• Provide support to event organizers and meeting participants for all issues related to the registration.
• Operate the onsite registration booth for hybrid and face to face meetings.
• Provide guidance and support to other registration operators.
• Welcome and guide event participants for hybrid and face to face meetings.
• Act as a facilitator to direct the traffic during the on-site registration for hybrid and face to face meetings.
• Performs any other duties that may be assigned from time to time.

  QUALIFICATIONS AND EXPERIENCE

Education

At the time of application, applicants are required to have enrolled at least in the first year of studies at a university or equivalent institution towards the completion of a degree (minimum Bachelor’s level or equivalent).

Professional experience and technical requirements

Essential:

• Ability to write clearly and concisely.
• In-depth knowledge and ability to use a computer and relevant software are essential, including MS Word, MS Excel.
• In-depth knowledge and ability to use virtual meeting platforms, including ZOOM, MS Teams.
• Collaboration and teamwork skills.
• Effective communication and presentation skills.
• Access to a personal computer or laptop at home equipped with HD webcam and headset (recommended), or speaker and standalone (not integrated) microphone.
• Access to high-speed internet at home. Minimum speed of 50 Mbps and necessary download capacity to perform remote work and manage virtual meetings when required.

Languages

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

Desirable: A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

COMPETENCIES

Core 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; shows persistence when faced with difficult problems or challenges.

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

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within a prescribed time and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight, and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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 clients.

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; thinks “outside the box”; takes an interest in new ideas and new ways of doing things.

Technological Awareness: Keeps abreast of available technology; understands applicability of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.