Annual General Assembly (AGA) Support Intern
Doctors Without Borders
Montreal Metro area
closes in 98 days (Mon, 15 May) internship (paid)
• 15.50 / hour
Department: MSF Canada Association
Position Status: Temporary, 4 month contract (mid-Feb till mid-June)
Activity Rate: 100%, (37.5 hours per week)
Status: Must be legally authorized to work in Canada
Benefits: Benefits include flexible work hours, employee assistance program (EAP), vacation days, sick days, and floater days, and a positive and innovative office culture grounded in our core values of humanity, integrity, and results.
The MSF Canada Association team provides the link between the Association membership and its elected representatives the Board of Directors, as well as with MSF Canada employees, the volunteers who support MSF Canada’s associative activities, and the Associations of other MSF sections. Its role is to cultivate a strong, vibrant, and well-informed membership, that is willing and able to assume its responsibilities, including electing the Board of Directors, meaningfully participating in the Annual General Assembly, and engaging in key debates surrounding MSF’s humanitarian activities, all with the view of providing ongoing guidance to MSF Canada and the movement. The work of the team aims to encourage, support, and organize the Association to carry out two critical roles: the governance of the organization and sustaining associative life in Canada.
The AGA Support Intern will assist in logistic and administrative aspects around the organization of the MSF Canada Annual General Assembly (AGA) and surrounding events, to be held in Montreal from 2 - 4 June, 2023.
Provide administrative and logistic support in the organization of the AGA and surrounding events, including:
Support the preparation of the registration package (agenda, how to register etc)
Prepare maps and directions to the different venues, MSF office, residences & hotels as well as transport instructions
Develop and maintain participant lists and register all participants upon arrival at the event (quorum)
Track and follow-up on payment of participant fees
Respond to questions from participants and speakers (both in English and French)
Research venue and menu options for social events such as the Dinner Party
Support the search for DJ, equipment, other
Communicate dinner reservations and details to the restaurant
Research options and request quotes for catering in compliance with Green Policies and potential venue requirements
Prepare and follow-up on catering orders based on registration, keeping in mind dietary restrictions and needs of individuals
Receive catering and support setting up/keeping tidy of food areas
Pre-Events and Events Support
Provide administrative support for pre-AGA webinars and organize meetings
Support with the organization of educational sessions
Prepare and/or organize meeting materials, including but not limited to chat scripts, run of show documents, background documentation, speaker bios, Board candidate posters, voting instructions, name tags, handouts, stationary.
Research and prepare gifts, as required
Participate in the briefing and overseeing of volunteers
Assist in the set-up of the main conference rooms
Assure all outstanding invoices are submitted to finances
Organize, store and file materials and final versions of relevant documentation
Compile AGA survey results and reporting data (i.e. final participants, voting, etc.)
Contribute to the writing of the handover & evaluation document
Service oriented and excellent interpersonal & written communication skills
Demonstrated Excel skills and ability to manage large sheets of data
Commitment to MSF’s Principles; Proficiency Level 1: Respects the choices made by the organization, has basic knowledge of MSF’s mission and main activities, respects and accepts the medical ethics and principles of MSF
Cross-cultural Awareness; Level 2: Thinks before acting with curiosity and sensitivity, listening, and observing, not judging, asks questions and looks for information about the context
Planning and Organizing; Level 2: Proactively plans and organizes the job area with anticipation for potential incidents and deviations, keeps priorities identified and re-adjusted based on urgency and/or needs.
Initiative and Innovation; Level 1: Responds to problems and opportunities according to policies and procedures without needing supervision, reacts to problems and seeks the best solution to each situation rather than merely doing what is always done
Accuracy and Attention to Detail; Level 2:Understanding of the necessity and value of accuracy and attention to detail; ability to process information with high levels of accuracy, utilizes specific approaches and tools for checking and cross-checking outputs, develops and uses checklists to ensure information goes out error-free.
Knowledge and Experience
Experience in event planning, customer service, and/or in related administrative roles
Experience and proficiency with MS Office applications, internet, and e-mail programs
Ability to demonstrate initiative and work independently
Experience working with, or managing, volunteers
Education, Certifications, and Languages
Recent graduate or actively working towards the completion of a Bachelor/Master’s Degree in a related field, i.e., project planning, event organization, public/global affairs, political science or a combination of education and experience
Excellent written communication skills in English
Working knowledge of written and spoken French demonstrated in previous roles that require communication with diverse actors
Work is generally carried out during the day, Monday to Friday (9:00 a.m. to 5:00 p.m.), some weekends and evenings required
Flexible work hours and hybrid work model
Open concept office layout; workspace is shared with colleagues
Workstations consist of sit/stand desks, anti-fatigue floor mat, swivel chair, laptop with dock and double monitor, task lamp and telephone
Long hours in front of a computer/laptop screen
INFORMATION AND APPLICATIONS
Interested candidates are invited to apply by providing their CV and, in lieu of a cover letter, answer the questions below. We will accept applications until the position is filled. Only electronic applications will be accepted.
For questions regarding potential accommodations and accessibility, contact .
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