Partnership Annual Conference (PAC) Ninth Conference Berlin, Germany 30 October 2012
Reference PAC 9/6.3c/1 Title Proposed NDPHS Secretariat Internship Handbook Submitted by Secretariat Summary / Note No revisions have been made in this document as compared to document CSR 20/7.3b/1 (cf. http://www.ndphs.org/?mtgs,csr_20__helsinki) except for a language correction in rule 3.2. Requested action For adoption
PAC_9-6.3c-1__Proposed_NDPHS_Secretariat_Internship_Handbook
Northern Dimension Partnership in Public Health and Social Well-being
Internship Handbook of the Secretariat of the Northern Dimension Partnership in Public Health and Social Well-being
Approved on [XXXXDATE] by the Parties to the Agreement on the Establishment of the Secretariat of the Northern Dimension Partnership in Public Health and Social Well-being
Table of Contents
1. THE NDPHS AND ITS SECRETARIAT ...... 2
2. GENERAL INFORMATION ABOUT NDPHS INTERNSHIP PROGRAMME ...... 2
3. ENROLMENT OF INTERNS ...... 3 3.1. Announcement of an internship opportunity ...... 3 3.2. Application procedure ...... 3 3.3. Selection procedure ...... 3 3.4. Confirmation of appointment ...... 3
4. ADMINISTRATIVE AND FINANCIAL CONDITIONS ...... 3 4.1. General ...... 3 4.2. NDPHS internship stipend ...... 4
5. RIGHTS AND DUTIES OF INTERNS ...... 4 5.1. General ...... 4 5.2. Incoming and outgoing e-mail/fax/post; telephones ...... 5 5.3. Letter of reference ...... 5
6. TERMINATION OF INTERNSHIP ...... 5
7. AMEMDMETS ...... 5
ANNEX 1: NDPHS internship application form ...... 6
ANNEX 2: NDPHS internship stipend application form ...... 8
ANNEX 3: Intern’s information and certification form ...... 9
ANNEX 4: Practical information ...... 11
PAC_9-6.3c-1__NDPHS_Secretariat_Internship_Handbook 1 1. THE NDPHS AND ITS SECRETARIAT
The NDPHS operates in accordance with the Declaration concerning the establishment of a NDPHS (the Oslo Declaration), which was adopted on 27 October 2003. The Declaration lays the foundation for the Partnership’s objectives, structure, role and practical functions, main priorities, financing methods and guidelines for future development.
As stipulated in the Agreement on the Establishment of the Secretariat of the Northern Dimension Partnership in Public Health and Social Well-being the main function of the Secretariat is to provide administrative, analytical and other support to the NDPHS Committee of Senior Representatives (CSR) and to ensure the continuity and coordination of the work of the Northern Dimension Partnership in Public Health and Social Well-being.
Detailed aims and functions of the Secretariat are set out in its Terms of Reference.
All interns shall visit the NDPHS website and familiarize themselves with the overall structure and work of the Partnership as well as the above and other documents of relevance for the Partnership and the Secretariat (cf. http://ndphs.org/?ndphs_docs). Further, they shall familiarize themselves with the NDPHS Secretariat Personnel Handbook’s chapters and sections specified in item 5.1 below.
2. GENERAL INFORMATION ABOUT NDPHS INTERNSHIP PROGRAMME
The Secretariat offers internship opportunities to university graduates who meet the following requirements:
University degree in a field related to the NDPHS activities; Excellent knowledge of English, which is the working language of the NDPHS Secretariat, and the ability to draft and communicate actively in this language; A sense of organisation, initiative and responsibility and creativity; The ability to work in an international environment; Computer literacy – very good user skills in Internet and word processing software and hardware.
The NDPHS internship programme does not exclude those who, in the framework of lifelong learning, have recently obtained a university degree and are at the beginning of a new professional career. A specific interest in policies and co-operation in the Northern Dimension area is required. The NDPHS internship programme is not connected with employment opportunities.
Only citizens of one of the NDPHS Partner Countries are eligible.
Persons who have any familial tie either previously or currently to the NDPHS Secretariat’s Officials are not eligible candidates.
As a general rule, an internship is offered for a period of up to six months. No internships are offered during July.
PAC_9-6.3c-1__NDPHS_Secretariat_Internship_Handbook 2 3. ENROLMENT OF INTERNS
3.1. ANNOUNCEMENT OF AN INTERNSHIP OPPORTUNITY
An internship opportunity shall be announced by the Secretariat at least 3 months before the foreseen beginning of the internship. An internship notice shall be posted on the NDPHS website together with the NDPHS internship application form as contained in Annex 1.
Should a NDPHS internship stipend be made available, this opportunity shall also be announced in the notice, and the NDPHS internship stipend application form, as contained in Annex 2, be also posted in the information package.
The deadline for submission of applications shall be at least one month from the date of announcement.
3.2. APPLICATION PROCEDURE
Applicants shall be invited to submit applications consisting of (i) a letter of motivation, and (ii) completed internship application form, and (ii) .
3.3. SELECTION PROCEDURE
Successful applicants shall be selected on the basis of merit. If an application is unsuccessful a candidate may re-apply in the future.
3.4. CONFIRMATION OF APPOINTMENT
Successful applicants shall be informed about their appointment at least one month before the beginning of their internship. He or she will be requested to fill out and submit to the Intern’s information and certification form as stipulated in item 4.1.
In cases a NDPHS internship stipend was made available, the successful applicants who applied for it shall be informed whether they have been granted it.
4. ADMINISTRATIVE AND FINANCIAL CONDITIONS
4.1. General
Travel and living costs in Stockholm must be met by the interns themselves.
Applicants may apply for a NDPHS internship stipend from the Secretariat (cf. section 4.2).
Interns who do not have a resident status in Sweden must make sure that they fulfil all legal requirements (residence permit, visa, etc.) as specified by Swedish law for foreigners.
Interns must ensure they are properly insured during their stay in Stockholm.
Interns shall be placed under the responsibility of a supervisor. They must respect the working hours, organisation and general rules of the Secretariat.
Interns must also respect the confidentiality of the information brought to their attention during their internship within the NDPHS.
PAC_9-6.3c-1__NDPHS_Secretariat_Internship_Handbook 3
Interns have to submit a filled out Intern’s information and certification form (cf. Annex 3) to the Secretariat at least one week prior to their internship (can be done by email). The original signed form must be submitted no later than on the first day of the internship.
4.2. NDPHS internship stipend
If the financial situation permits, the Secretariat shall provide interns with a stipend for the duration of their stay at the Secretariat. The NDPHS internship stipend aims at supporting less financially favoured candidates.
To apply for the NDPHS internship stipend, the applicant should send a filled out NDPHS internship stipend application form (cf. Annex 2) together with the NDPHS internship application form (cf. Annex 1).
5. RIGHTS AND DUTIES OF INTERNS
5.1. GENERAL
The intern shall mainly assist in the daily work of the staff member under whose responsibility he or she is placed. General duties may involve organization of meetings; maintenance of the NDPHS website, database and project pipeline; drafting meeting minutes and assisting in producing meeting documentation ahead of meetings.
Interns shall be required to comply with the instructions given by their supervisor(s). While performing their duties, interns must consult their supervisor(s) on actions they would like to take on their own initiative.
Relevant rules stipulated in the following chapters and sections of the NDPHS Secretariat Personnel Handbook apply mutatis mutandis to the internship/internship stipend programme:
3. Equal opportunities and work environment 6. Working hours and attendance (except rule 6.2) 9.1.2. Public holidays 9.2. Sick leave policy (however, notwithstanding rule 9.2.1. if absent for more than seven days, interns must present a medical certificate) 9.3.7. Compassionate leave 10. Official travel and daily allowance
Interns are entitled to two days of leave per month. Days taken for participation in any competition, exam or university work shall be deducted from this entitlement. There shall be no financial compensation for unused leave days at the end of internship.
When interns are absent without justification or without consent of their supervisor(s), the Director of the Secretariat may decide to immediately terminate the internship. In such case any overpayment of the internship stipend shall be reimbursed to the NDPHS Secretariat.
PAC_9-6.3c-1__NDPHS_Secretariat_Internship_Handbook 4 5.2. INCOMING AND OUTGOING E-MAIL/FAX/POST; TELEPHONES
Every intern shall be given e-mail account. When drafting messages, the intern is responsible for correct handling thereof. Messages of substantial content relating to policy and decision-making shall be sent out by the intern’s supervisor.
For private phone calls abroad, interns shall use either their own financial means (for example, a calling card (available at kiosks, newsstands, etc.), Skype, etc.).
5.3. LETTER OF REFERENCE
Upon expiration of the internship, the intern shall be entitled to receiving a letter of reference from the Director of the Secretariat. The letter shall state the term of employment, the assignments and main results and, if desired, an evaluation of the performance.
6. TERMINATION OF INTERNSHIP
If the intern wishes to terminate his or her internship earlier than the originally agreed date, a written request must be submitted to the Director of the Secretariat at least three weeks in advance of the new termination date.
The Director of the Secretariat shall have a right to terminate the internship if the level of the intern’s professional performance or knowledge of the working language is insufficient for the proper execution of the intern’s duties.
7. AMENDMENTS
The Internship Handbook may be amended by the Director, subject to approval by the Parties to the Agreement on the Establishment of the NDPHS Secretariat (the Parties) and without prejudice to the acquired rights of interns under the Internship Handbook.
Amendments of the Internship Handbook shall be effective from the date of approval by the Parties.
PAC_9-6.3c-1__NDPHS_Secretariat_Internship_Handbook 5 ANNEX 1: NDPHS internship application form
To be filled out electronically and sent to the NDPHS Secretariat by e-mail
Northern Dimension Partnership in Public Health and Social Well-being
APPLICATION FORM INTERNSHIP AT THE NDPHS SECRETARIAT
FOR INTERNAL USE ONLY Please attach your recent photo Please provide complete information. If certain items require more space, use additional sheets of paper. This form can be downloaded from the NDPHS website at www.ndphs.org
I. PERSONAL DATA
1. Name (last, first, middle)
2. Address, tel./fax and e-mail address
3. Date and place of birth
4. Citizenship
5. Gender
II. EDUCATION
Please, list colleges and universities attended. For each, please, provide the following information: (i) name and place, (ii) years attended (from/to), (iii) degrees and honours received, (iv) major subjects studied.
III. SUMMARY OF PROFESSIONAL SKILLS AND EXPERTISE
1. Field of expertise
2. Computer skills
IV. SUMMARY OF WORK EXPERIENCE
PAC_9-6.3c-1__Proposed_NDPHS_Secretariat_Internship_Handbook
Please, list your past and present work experiences separately starting with the present work (if any).
Employer: Employment period: Area of work: Major accomplishments:
V. LANGUAGES
1. Native language(s)
2. Other languages
Speaking (fluent – good – fair – poor): Writing (fluent – good – fair – poor):
VI. REFERENCES
Name of the organizations Full name Contact details and the position held 1. Postal address: Tel.: Fax: E-mail:
2. Postal address: Tel.: Fax: E-mail:
3. Postal address: Tel.: Fax: E-mail:
VII. OTHER RELEVANT INFORMATION
VIII. DECLARATION
I hereby certify that all information stated in this application form is true and complete to the best of my knowledge, and I am aware that any incorrect statement may invalidate my application. I authorise the NDPHS Secretariat to verify the information provided herein.
Date:
…………………………….. Signature of the Applicant
PAC_9-6.3c-1__NDPHS_Secretariat_Internship_Handbook 7 ANNEX 2: NDPHS internship stipend application form
To be filled out electronically and sent to the NDPHS Secretariat by e-mail
Northern Dimension Partnership in Public Health and Social Well-being
NDPHS INTERNSHIP STIPEND APPLICATION FORM
The NDPHS Secretariat can provide interns with an internship stipend for the duration of their stay at the Secretariat. The NDPHS internship stipend is limited to 8,000 SEK/month per intern depending on the financial background of the candidate.
Please submit duly filled out internship stipend application form together with the general NDPHS internship application form (please note that same deadline applies).
I. PERSONAL DATA
Name (last, first, middle)
II. PERIOD APPYLING FOR
From (DD/MM/YYY): To (DD/MM/YYY):
III. REASON
Please explain with your own words why you think you qualify for a NDPHS internship stipend.
IV. DECLARATION
I certify that the information I gave in this form is true, complete and correct to the best of my knowledge and belief. I understand that any misrepresentation made on this form or other documents requested by the NDPHS Secretariat will disqualify me for an internship stipend or result in termination if the internship stipend is under way. I authorise the NDPHS Secretariat to verify the information provided herein.
Date:
…………………………….. Signature of the Applicant
PAC_9-6.3c-1__NDPHS_Secretariat_Internship_Handbook 8 ANNEX 3: Intern’s information and certification form
To be filled out electronically and sent to the NDPHS Secretariat by e-mail. The signed original must be handed in on the first day of the internship Northern Dimension Partnership in Public Health and Social Well-being
INTERN’S INFORMATION AND CERTIFICATION FORM
1. Personal information
First name: Last name:
Middle/Other name: Gender:
Present address: Contact address if different:
Date of birth (DD/MM/YYYY): Citizenship:
Present telephone: Mobile:
2. Emergency contact information: IN CASE OF EMERGENCY, NOTIFY:
First name: Last name:
Contact address: Relation to the intern:
E-mail: Mobile phone:
Daytime telephone: Evening telephone:
3. Emergency contact information: IN CASE OF EMERGENCY, NOTIFY:
I hereby confirm that I hold valid health & accident insurance policies with the following insurance company covering me during my stay at the NDPHS Secretariat. On the first day of my internship I will hand in to the NDPHS Secretariat a documentary evidence of proof of insurance coverage that supports my statement.
Health Insurance (company name & policy number, contact details):
Life/Accidental Death Insurance (company name & policy number, contact details):
PAC_9-6.3c-1__NDPHS_Secretariat_Internship_Handbook 9 4. Conditions of internship
Dates of the internship: from (DD/MM/YYYY): ………… to (DD/MM/YYYY): …………
[ ] Full-time [ ] Part-time: amount of hours per week: ………
Statement of Understanding of Internship Conditions:
I understand that the following conditions – besides those mentioned in the Internship Handbook – apply:
[ ] Status: I understand I am not a NDPHS Secretariat’s staff member and shall not represent the NDPHS or its Secretariat in any official capacity. Although not considered a staff member of NDPHS Secretariat, during my internship I am subject to the authority of the Director and the authority delegated by him/her. I understand that I am not entitled to the privileges and immunities accorded to the NDPHS Secretariat Officials. Upon expiration of my internship, I am entitled to request a letter of reference from the Director of the Secretariat. [ ] Working hours: Office working hours are Monday to Friday from 9.00 to 17.00. During any other time I may be at the NDPHS Secretariat only under supervision and responsibility of the assigned supervisor. I understand that I must follow the established guidelines and rules concerning the access to the premises of the NDPHS Secretariat. [ ] Financial support: I shall not be paid by the NDPHS (a NDPHS internship stipend is not a pay) and shall make my own arrangements for living expenses. Travel costs to and from the duty station and living accommodation are also my own responsibilities or those of the sponsoring institution. [ ] Medical health and life coverage: NDPHS accepts no responsibility for costs or fatality arising from illness or accidents incurred during my internship; therefore, I must carry adequate and regular medical and life (accidental death & dismemberment) insurance. I will be covered by my own health and life insurance during the internship period. I understand that the NDPHS internship policy requires that I am covered by medical and life insurance for the entire period of my internship.
[ ] Passport and visa: I am responsible for obtaining necessary passport and visa if required. NDPHS issues only a letter stating acceptance of an individual as an intern and the conditions governing the internship. [ ] Confidentiality and publication of information: As an intern, I will respect the confidentiality of information that I collect or am exposed to at the NDPHS Secretariat. I will not remove such information from the premises of the NDPHS. No reports or papers may be published based on information obtained from the NDPHS Secretariat, and the NDPHS in general, without the explicit written authorization by the Director of the Secretariat. I also agree that I shall not, during or any time after the termination of my internship use or disclose to any third party any confidential information or propriety data of the NDPHS. [ ] Employment prospects: The NDPHS internship programme is not connected with employment and there must not be any expectancy of such. Any employment with the NDPHS Secretariat is subject to established recruitment and selection procedure.
I shall take responsibility and proper care when using the office equipment and all other of the Secretariat property during the period of my internship.
I certify that I fully understand the statements made by me in this form and that they are true, complete and correct to the best of my knowledge and belief. I understand that any misrepresentation made on this form or other documents requested by the NDPHS will disqualify me for an internship or result in termination if the internship is under way.
Date: Signature:
______
PAC_9-6.3c-1__NDPHS_Secretariat_Internship_Handbook 10 ANNEX 4: PRACTICAL INFORMATION
1. ACCOMMODATION AND LIVING COSTS
Stockholm is relatively expensive compared to other cities in the region. An average furnished room with access to kitchen and bath is around 4,000 SEK/month within reasonable distance of the NDPHS Secretariat. If you are willing to live a bit further away from the centre of the city it could possibly be cheaper. The office is near Slussen and Gamla Stan metro stations (both 4 min walk), so as long as you live near a metro station you will have a convenient and fast connection by the public transport. One should then calculate at least 1,600 SEK for food and – depending on interest – the same for leisure activities.
When looking for accommodation in Stockholm you may wish to visit these websites: www.blocket.se, www.bostaddirekt.com, www.andrahand.se, www.acco.nu, www.bedbreakfast.a.se, www.checkin.se, www.se.easyroommate.com, www.studentlya.nu, www.q-apartment.com, www.andrahandsguiden.com, www.su.se/annonstorget.se, www.lappis.org, www.hyralya.se, www.hyresjakten.se. Please, beware that some ads are fake – they are posted by people who do not have any accommodation on rent and just want to earn money through cheating (e.g. by taking a rent and/or deposit in advance and then disappearing).
The easiest way of getting housing is putting in an ad on the abovementioned websites. As most of the websites are in Swedish a short translation of the most important expressions (use Google translator or another on-line application for other terms):
Lägenheter: Flats Bostad: house, flat, room Rum: Room Uthyres: for rent (here you can look through the ads put on the website from people looking to rent out a room) Önskas hyra: wishing to rent (this is where you can put in your personal ad) Maxhyra: max rent (here you can put in the maximum amount of rent you want to pay) Möblerad: Furnished
There is an expression in Stockholm "innanför tullarna" (the old points for charging customs fee, Norrtull, Hornstull etc), if you live in this area you are fairly central. When putting out an ad you can request to live "innanför tullarna". Put in your own add with a professional presentation mentioning that you will be interning at an international secretariat, add a picture if you want, it could help. In addition, you can get into contact with previous interns.
2. PUBLIC TRANSPORT
Stockholm has a very good public transport system, which consists of a tight net of bus travel as well as a very good subway system. A monthly season ticket gives unlimited use of most public transport in Stockholm and surrounding areas (It is currently 790 SEK per month but for current prices please check www.sl.se). All public transport system information can be found at www.sl.se. A map of Stockholm can be found at www.gulasidorna.se/kartor.
3. LEISURE TIME IN STOCKHOLM
What can I see in Stockholm? You can find a very good overview about important sights to see, museums to visit and places to eat out at the Official Stockholm Visitors Guide at www.stockholmtown.com. In addition travel guides, such as Lonely Planet and Rough Guides cover Stockholm and Sweden and can be bought in Stockholm or in your home country.
Art Museums and Galleries: Liljevalch Art Gallery www.liljevalchs.com PAC_9-6.3c-1__NDPHS_Secretariat_Internship_Handbook 11 Magasin 3 www.magasin3.com Moderna museet www.modernamuseet.se Nationalmuseum www.nationalmuseum.se Thiel Gallery www.thielska-galleriet.se
Other Museums: Vasa Museum www.vasamuseet.se Nobel Museum www.nobelmuseet.se Carl Milles Estate Museum www.millesgarden.se Skansen Open Air Museum www.skansen.se Cosmonova www.nrm.se/cosmonova
Sights: Gamla Stan (The Old Town) – this is where is Secretariat is located, Kungliga Slottet / The Royal Palace www.kungahuset.se Drottningholm Palace/ The Royal Family Residence Stadshuset/ City Hall www.stockholm.se/stadshuset Rosendal´s Garden www.rosendalstradgard.se and the Archipelago around Stockholm
Cafes/Restaurants/Bars: Hermans – Vegetarian Restaurant (Fjällgatan 23) Cafe Rival (Mariatorget 3) Cafe Helgalundens Corta Varor (Grindsgatan 35) Vurma – Good coffee and food (Bergsunds strand 31) String – Cafe and food (Nytorgsgatan 38) Konditori Valand, (Surbrunnsgatan 4) Kelly's - Bar (Folkungagatan 49) Kvarnen (Tjärhovsgatan 4) Indigo - Bar (Götgatan 19) Bauer – Bar (Götgatan 15) Bara Vi – Bistro Bar (Skånegatan 59)
Shopping Areas: Drottninggatan, Götgatsbacken (Södermalm)
Department Stores: Åhlens City PUB NK
Malls/Outlets: Gallerian www.gallerian.se Skrapan www.skrapan.se Kista Gallerian www.kistagalleria.se SKHLM www.skhlm.se/ Stockholm Quality Outlet www.barkarby.nu Forum Nacka www.forumnacka.se
You can find the Stockholm Tourist Centre in Sverigehuset (Sweden House) at Hamngatan 27, Entré Kungsträdgården, 103 27 Stockholm.
PAC_9-6.3c-1__NDPHS_Secretariat_Internship_Handbook 12 If you enjoy walking to work and not being dependent on public transports the following areas are good:
Södermalm Gamla stan Kungsholmen Vasastan Östermalm Norrmalm
Other areas: Bromma Stora and Lilla Essingen Solna Nacka
Websites with more information: ww.alltomstockholm.se www.gratisistockholm.nu
4. MISCELLANEOUS
Is there a dress code at the Secretariat? There is the general rule of having a tidy orderly appearance.
Is lunch provided at the Secretariat? Lunch is not provided. There is, however, free use of a kitchen with refrigerator, microwaves and coffee machine. Many Swedish restaurants provide a fixed lunch menu (dagens lunch) that ranges from 85-110 SEK, often including salad, a soft drink and coffee.
Is it advisable to open a bank account when staying in Stockholm? Opening a bank account of course facilitates things and one can skip paying bank fees for taking out money from cash dispensers (ATMs) from a foreign account. Please note, that you are not entitled to get a credit card in Sweden if you are not a permanent resident with a Swedish social security number and would have to take out the money directly from the bank (not via cash dispenser/ATM).
Where would I be able to attend Swedish classes? Two very good places are: www.folkuniversitet.se/stockholm and www.abfstockholm.se.
PAC_9-6.3c-1__NDPHS_Secretariat_Internship_Handbook 13