Job Posting 90958

Annual General Assembly (AGA) Support Intern
Doctors Without Borders
Montreal Metro area
closes in 98 days (Mon, 15 May)
internship (paid)  •  15.50 / hour

Job Information

Department: MSF Canada Association

Position Status: Temporary, 4 month contract (mid-Feb till mid-June)

Activity Rate: 100%, (37.5 hours per week)

Salary: $15.50/hour 

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.

 

Background

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.

 

Impact 

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. 

 

Key Responsibilities

Provide administrative and logistic support in the organization of the AGA and surrounding events, including:

 

Registration

  • 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)

Social Events

  • 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

Catering

  • 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

Post Event

  • 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

Job-Specific Competencies

  • Service oriented and excellent interpersonal & written communication skills
  • Demonstrated Excel skills and ability to manage large sheets of data

Core Competencies

  • 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

Working Conditions

  • 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.

 

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