Vacancy WHO Brussels – Internship in Administration

The main objective of the internship is to provide a framework where the educational experience of the intern can be enhanced through practical work assignments. Consequently, the intern is expected to support the team systematically with administrative and support tasks. This will involve working on existing information tools, using a variety of software programmes, apply office procedures adequately and consistently and execute information monitoring and updating. Any actions taken will help to ensure the WHO office is at all times fully operational.

Scope of activities:

The intern will help the Brussels office of WHO, with administrative and secretarial tasks not necessarily requiring knowledge of (public) health, as follows (the list is not exhaustive and all activities may not be covered during the period of the assignment):

1.Assists the supervisor(s) in drafting correspondence and documents based on written/verbal prompts from the Professional staff of the unit, in line with the WHO style guide and verifies for correctness. Composes and finalizes correspondence of administrative nature. Provides rough translation or synopsis of incoming mail. Takes notes at meetings. Takes and transcribes from dictation, recordings and handwritten drafts, correcting as appropriate. Types reports and other documentation.

2.Assists with the administrative preparation and conduct of meetings and educational activities, in accordance with established procedures.

3.Makes travel arrangements for duty travels and, in accordance with established procedures, prepares approval memoranda, travel authorizations and follows up on issue of duty travel reports.

4.Provides administrative support as required by the supervisor(s), such as formatting a variety of documents and filing upon instruction.

5.Initiates action to process or follow up on correspondence, documentation and forms. Creates background files and compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required.

6.Responds to and acts on telephone enquiries and requests for information. Assesses the critical nature of technical enquiries and refers them to appropriate staff for reply. Sets up and coordinates appointments for supervisor, places telephone calls upon request, receives visitors to the office and organizes a relevant programmes for visitors upon instructions.

7.Ensures registration of the supervisor(s) in any events of their interest and follows up on any contacts made. Prepares relevant briefing files upon instruction.

Performs other related duties as required.

What we offer

Interns are fully involved in all aspects of our work at the WHO representation to the EU. They are part of an international team that supports them in acquiring skills to work in an intergovernmental organization and hands-on knowledge of how major international actors and stakeholders inter-relate, at the European and global levels. Interns are given the opportunity to focus on their tasks and they will help in supporting the activities of the office. They are also empowered with responsibilities to develop and manage portfolios of certain topics, which they keep updated on and follow closely.

Your profile

We are looking for an enthusiastic and energetic young bachelor student, who, as part of the course they are following, would like to spend time with us in our Brussels office as part of a multinational team and who:

• –  Is currently enrolled as a student in a relevant course of study (office management, communication management, administration, …) leading to a formal qualification, or have finished such study less than 6 months before the appointment date. (necessity)
• –  Other knowledge relevant to the required duties (evening classes in computing, extra languages, etc.) will be considered an asset;
• –  Knowledge of the European institutions and their functioning is desirable;
• –  An interest in issues related to health, consumer and social policies in Europe(optional)
• –  An excellent command of English, in speech and writing, as well as at least anotherofficial UN and/or EU language (necessity)
• –  The ability to write clearly and succinctly in English
• –  A desire to work in a dynamic and international environment
• –  Excellent working knowledge of basic Office applications and powerful skills in online research

Who are we?

WHO is the United Nations specialized agency for health. The Brussels office is its official representation to the EU, with a function of liaising with all relevant EU stakeholders and keeping WHO Headquarters and regional offices in the centre of the European health debate, with an equally high interest in the policies being developed and implemented in the health and non-health sectors.

Conditions

According to the rules and regulations of WHO, the internship is not remunerated. Applicants should be minimum 20 years of age. The minimum appointment needs to be 12 consecutive weeks.
The Intern will be based in the WHO office in Brussels, with their own workstation and all other office facilities. For the duration of the internship, they are part of the information network and IT system of WHO.
Please specify during your application whether you are likely to receive funding or a scholarship from an outside source.

Desired starting date

At the moment we are looking specifically for a starting dates as from 1 October 2016. We usually plan the different assignments well ahead in time and try to cover a full calendar year in advance. Please make sure to indicate your availability.

How to apply

Please submit your motivation letter accompanied by an update of your CV to the HR Administrator of the WHO Brussels Office by 15 August 2016. Only candidates subsequently selected for an interview will be contacted and requested to complete further administrative forms.

Read more and apply here.