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NPDHS Contribution to the Public Consultation on the EU Strateg 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
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