Internship - Operations and Management - HQ/WHE

OBJECTIVES OF THE PROGRAMME

The mission of WHO's Health Emergencies Programme is to build the capacity of Member States to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations. The Health Emergency Intelligence and Surveillance Systems division (WSE) is responsible to build a system of collaborative intelligence enabling better decisions to avert and manage public health threats and risks. Its goal is to enable, strengthen and support countries, regional and global actors in averting and managing public health threats and risks through collaborative problem solving and decision-making for short-term action and long-term policies, informed by better data and analytics. The WHO Hub for Pandemic and Epidemic Intelligence is a new office of WHO, located in Berlin. It works with partners to enable the generation of public health relevant information to provide timely actionable insights and improve decision making to prepare for, avert and respond to public health threats. It also aims to reduce fragmentation and inefficiency by creating an ecosystem that promotes collaboration across multiple professional disciplines, sectors, and initiatives; and empower decision makers, public health professionals, and civil society to make informed public health decisions.

DESCRIPTION OF DUTIES

Terms of reference

Under the supervision of the Operations Manager and Administrative Services Officer, the intern is assigned the agreed terms of reference:

• Support Meeting and Event Logistics: Assist in planning and coordinating the logistical aspects of meetings and events, ensuring the preparation and allocation of conference facilities and services align with established entitlements, legislative mandates, and budgetary resources. This includes coordinating with outsourced services such as transportation, catering, facilities management, and Audio-Visual & Information Technology support (AV/IT) support.
• Maintain Internal Repositories: Regularly update and maintain the internal repository (SharePoint page) covering all procurement, administrative services, protocol, and conference center information, ensuring easy access and accurate records for team members.
• Support Back Charging System: Oversee the internal back charging system, ensuring it is up-to-date and suggesting improvements where necessary to enhance efficiency and accuracy.
• Assist with Facilities and Premises Management: Support the Operations Manager and Administrative Services Officer in all aspects of building management, office maintenance, fixed asset and inventory management, and security. This includes assisting in the management of subcontracted services such as building maintenance, security, and cleaning, ensuring compliance with relevant legislation and WHO standards.
• Draft and Finalize Correspondence: Draft note verbales and general or administrative correspondence based on instructions and finalize correspondence and reports for signature and clearance. Ensure all outgoing correspondence adheres to WHO and departmental style guidelines, checking for language, grammar, and accuracy before submission.
• Manage Protocol Inventories: Maintain both physical and digital inventories of WHO staff protocol cards, ensuring records are current and accurate.
• Conduct Research and Vendor Support: Perform research on event venues outside the WHO Hub and support supervisors in contracting suppliers for various needs, contributing to informed decision-making and effective supplier management.
• Engage in Team Collaboration: Actively participate in team meetings and weekly one-on-one meetings with the supervisor, providing updates on tasks and receiving guidance, fostering a collaborative and supportive work environment.
• Additional Duties: Carry out other related duties as required, offering support across various areas of work to contribute to the overall efficiency and effectiveness of the team.

Learning objectives

The purpose of the WHO Internship Programme is to provide an enriching learning experience for students and recent graduates. The Learning Objectives outlined within each internship vacancy are a key component of the programme.

Within this internship, the intern will:

• Develop Event Planning Skills: Gain experience in planning and coordinating the logistical aspects of meetings and events, including preparing conference facilities, allocating services, and coordinating with outsourced providers such as transportation, catering, facilities management, and AV/IT services.
• Enhance Communication Abilities: Improve internal communication by maintaining and updating our SharePoint page, and reviewing correspondence and reports for accuracy, grammar, and compliance before submission for signature and clearance.
• Learn Building Management Fundamentals: Acquire knowledge in building management, office maintenance, and security operations by assisting with the management of subcontracted services like building maintenance, security, and cleaning, ensuring compliance with WHO standards.
• Develop Know how on Fixed Asset and Inventory Management: Develop an understanding of fixed asset and inventory management, including monitoring requests for goods and services and ensuring adherence to relevant legislation and WHO guidelines.
• Understand WHO Procurement Processes: Gain insight into WHO procurement strategies by supporting the Procurement Officer in establishing Long-Term Agreements for essential services.
• Improve Written Communication Skills: Enhance your ability to draft note verbales, general, and administrative correspondence, ensuring all communications adhere to WHO, UN System, and departmental style guidelines.
• Review Documents: Learn to review and finalize correspondence and reports for accuracy, grammar, and compliance before submission for signature and clearance.
• Develop Organizational Skills: Build strong organizational skills.
• Conduct Venue Research: Perform research on potential event venues outside the WHO Hub, gaining insights into venue selection and logistics planning.
• Support Supplier Contracting: Assist supervisors in contracting suppliers, learning the negotiation, and contracting process to meet various organizational needs.
• Engage in Team Collaboration: Actively participate in team meetings and weekly one-on-one sessions with your supervisor to receive feedback and guidance, promoting professional growth and effective communication within the team.
• Broaden Your Skill Set: Take on additional related duties as required, offering support across various areas to enhance adaptability, multi-tasking, and overall team efficiency.

DURATION OF INTERNSHIP

24 weeks - tentative start 18 November 2024

REQUIRED QUALIFICATIONS

Education

Have completed the equivalent of three years of full-time studies in at least one of the following fields: Business Administration, Finance, Facilities Management, Communications, Economics, Engineering, International Relations, Political Science or any related degrees, at a university or equivalent institution prior to commencing the assignment; AND be enrolled in a course of study at a university or equivalent institution leading to a formal qualification (applicants who have already graduated may also qualify for consideration provided that they apply to the internship within six months after completion of their formal qualification).

Skills

Core competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication

All interns should be able to demonstrate the following skills in line with the WHO core competencies:

• Communicating effectively orally and in writing
• Showing willingness to learn from mistakes
• Producing and delivering quality results
• Working collaboratively with team members

In addition, interns need to be familiar with commonly used computer programmes, such as Word, Excel, PowerPoint.

Experience

• Experience in organization of events
• Experience in the subject area through academic work or research
• Field and/or developing country experience
• Experience with budget analysis and interest in the design of graphical display and analysis of such information
• Audio-Visual & Information Technology support (AV/IT) experience considered an advantage
• Facilities management experience
• Experience in SharePoint
• Knowledge of the Microsoft Office package

Languages

Essential: Expert knowledge of English.

Desirable: Intermediate knowledge of German.

Desirable: Intermediate knowledge of other UN language.

FINANCIAL SUPPORT

Interns do not receive a salary. They do, however, receive a living allowance. The allowance depends on the duty station and other external support (grant, scholarships, etc.) received by the intern. In Berlin, the maximum amount of the allowance provided by WHO is 1254 Euro per month. The exact amount of the living allowance will be calculated for each intern, after selection, based on a legal financial disclosure form that the individual will complete. WHO also provides all interns with accident and medical insurance coverage.

ADDITIONAL INFORMATION

• Please note that internships at WHO are very competitive and only a small number of applicants will be accepted every year. Only candidates under serious consideration will be contacted
• Living abroad is expensive and finding accommodation can be challenging. All intern candidates should be aware of these factors before they consider applying for a WHO Internship.
• If selected for a WHO Internship, candidates will be required to provide certified copies of proof of enrolment in an eligible course of studies, a completed WHO medical certificate of fitness for work, and the contact details for reference checks.
• WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net. Some professional certificates may not appear in the WHED and will require individual review.
• WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• The WHO is committed to achieving gender parity and geographical diversity in its workforce. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to: reasonableaccommodation@who.int
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Department of Staff Health and Wellbeing (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
• Interns are not among the International Organization staff who enjoy privileges. Their entry into and stay in Germany are subject to the valid residence provisions. The requisite approval of the Central Placement Office of the Federal Employment Agency (ZAV) must be obtained in advance by the International Organization and sent to the intern in good time before the visa application is submitted. A visa can only be issued if the necessary certificate from the ZAV is presented.