30 The policy applies to all internships at WHO globally. WHO does not offer remote internships.
Internship purpose and objectives
40 An internship is an arrangement between the WHO and an intern who meets the eligibility criteria described below, whereby an individual's educational experience is enhanced through professional training and exposure to the work of the Organization.
50 The internship programme has three objectives:
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to provide a framework for assigning eligible candidates from diverse academic backgrounds to WHO programmes, where their educational experience can be enhanced through practical assignments and capacity building opportunities;
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to expose students to the work of WHO; and
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to provide WHO programmes with input from students specializing in various fields related to technical and administrative programmes of WHO.
60 Interns do not have the status of WHO staff members and shall not represent the Organization in any official capacity.
70 Internships are not intended for work of a continuing and/or operational nature, or for work generally performed by a staff member. Interns are not a replacement for absent staff members, nor may they in any circumstance be treated as additional staff. An internship must only be offered by the technical unit when it is considered that such an experience can be mutually beneficial both for the unit and the intern concerned.
80 WHO may offer an internship to students who:
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are at least 20 years of age on the date of application;
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are 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 provided that they apply to the internship no later than eighteen months after graduation);
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have completed the equivalent of three years of full-time studies at a university or equivalent institution prior to commencing the assignment;
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have a working knowledge (both oral and written) of at least one of WHO’s official languages (Arabic, Chinese, English, French, Russian and Spanish) required in the office of assignment;
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are not related to a staff member as defined in Staff Rule
410.3 (e.g. son/daughter, brother/sister or mother/father);
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have not previously participated in WHO's Internship Programme; and
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hold a valid passport of a WHO Member State. As a matter of policy, and for the avoidance of any international law issue, including with Member States and Host States, candidates for internship who do not hold a valid passport from a WHO Member State will not be considered.
90 Programme managers shall extend priority consideration to applicants who meet the above conditions and are nationals of unrepresented and underrepresented countries, and nationals of least developed countries and low- and middle-income countries with the objective of achieving balanced participation among WHO regions and gender equity, bearing in mind the target set out in resolution
WHA71.13.
Roles, responsibilities and obligations
100 The department is responsible for:
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the overall strategic development, implementation and management of the internship programme;
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the provision of general information and other support to regions, technical units, internship HR focal points, and current and prospective interns; and
- the compilation and publication of relevant statistical data and analysis.
110 When offering an internship, the technical units or programmes are responsible for:
- planning all internships well in advance, drafting the Terms of Reference, preparing the required Stellis requisitions and fully observing the terms and conditions of the internship throughout the period of assignment;
- conducting a merit-based selection process with due consideration to gender balance and priority consideration to applicants from unrepresented, underrepresented and least developed and low- and middle-income countries in support of WHO’s commitment to meet the targets set in resolution WHA71.13;
- ensuring the intern's assignment is related to their field of study, meaningful for both the programme and the intern, and at the appropriate level of complexity and variety;
- identifying the internship HR focal point to liaise with on all internship-related issues;
- providing supporting documents (visa support letter) to the intern to facilitate the processing of any necessary visa or permit;
- ensuring all necessary facilities such as access to appropriate office accommodation, a WHO computer, email address, badge and any other related support facilities to enable the intern to undertake the assignment are available as from the first day of the internship;
- at HQ - ensuring that, on the first day of the internship, the intern submits an on-line request for registration with the Swiss Mission in Geneva as stated in the Letter of Offer for Interns. Outside HQ, ensuring that the intern registers with the relevant technical unit as may be required for residence/work permits;
- taking necessary actions to ensure the intern receives additional support measures such as lunch vouchers or lumpsum where applicable (see below).
120 The internship HR focal points are responsible for:
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the review, quality check and submission of individual Stellis requisitions based on the draft requisitions initiated by the technical units;
- supporting the technical units in the selection of candidates through the WHO recruitment system (Stellis), ensuring ; adherence to eligibility criteria and guiding principles as set out in Resolution WHA71.13;
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ensuring that selected candidates receive and sign the WHO internship Letter of Offer;
- organizing regular induction sessions for interns;
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informing interns, on request, of appropriate resolution mechanisms in accordance with established procedures in
cases of internal conflict,
allegation of sexual harassment or other difficult work related situations; and
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communicating decisions or clarification on policy-related issues to technical units.
130 Internship HR focal points are located in HQ and in the Regional Offices. In the Regional Offices, they report to the Regional HR Managers who are responsible for the coordination of the internship programme in their respective region. Internship requests for country offices must be supported by the respective Regional HR Manager and/or internship HR focal point. Internship HR focal points in HQ report to the HRT/Talent Acquisition & Specialized Mechanisms (TAS) Team Lead and HRT/Talent Acquisition & Management (TAM) Unit Head.
140 A supervisor can accept up to two interns at any one time and a maximum of four interns in any calendar year.
150 Depending on the requirements of the programme at regional and country level, the Director of Administration and Finance in the regional offices may decide to establish a lower threshold such as a maximum number of interns per technical programme to four per year.
160 When receiving an intern, the supervisor agrees to:
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sign acceptance of the
supervisor guidelines;
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be present upon arrival and end of assignment of the intern, and spend a reasonable amount of time in the office to support the intern;
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provide adequate guidance and regular feedback throughout the duration of the internship;
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ensure completion of mandatory trainings including induction days;
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enable attendance to interns' weekly network meetings, access to optional training and development opportunities and any other relevant sessions or courses provided by WHO and available for interns;
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ensure monitoring and recording of intern time off and absences for reasons of health; and
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prepare a written evaluation of the intern's performance and provide the intern with feedback at the end of the assignment using the
Evaluation form for interns and sending a copy to the relevant internship HR focal point.
170 When accepting an internship, interns agree:
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to undertake and perform, to the best of their abilities, the tasks stated in the Terms of Reference for the internship;
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to complete all the mandatory WHO training programmes that are applicable to WHO interns;
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to read, familiarize themselves and comply during the entire period of the internship with all rules, regulations, instructions, procedures, orders or directives given by WHO including the
WHO Code of Ethics and
policies referred to therein, including but not limited to (i) the WHO Policy on Preventing and Addressing Sexual Misconduct; (ii) the WHO Policy on Preventing and Addressing Abusive Conduct (i.e., discrimination, abuse of authority, and harassment); (iii) the WHO Code of Conduct for responsible Research; (iv) the WHO Policy on Preventing and Addressing Retaliation; and (v) the WHO Policy on Prevention, Detection and Response to Fraud and Corruption, in each case, as amended from time to time;
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to maintain awareness of and compliance with security policies and guidelines applicable to the duty station;
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to refrain from any conduct that would adversely reflect on WHO or on the technical unit or office and not engage in any activity which is incompatible with the aims and objectives of the Organization;
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to respect the impartiality and independence required of WHO and not to seek or accept instructions regarding the services performed from any government or from any authority external to the Organization;
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not to disclose or make use of any unpublished or confidential information that comes to their knowledge in the course of their internship, except with the express authorization of WHO (see section VIII.6.9)
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not to publish any reports or papers on the basis of information obtained during the assignment, both during and after the completion of the assignment including on social media or in any other manner whatsoever;
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not to use the logo or emblem of WHO in any manner whatsoever, except with the express authorization of WHO;
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to provide the technical unit or office with a copy of all materials prepared during the internship;
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to submit a written report at the end of the internship to be reviewed by the supervisor and other interested parties;
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to return their identification pass and work/residence permits to the appropriate authorities in the Organization (if applicable) at the end of the internship; and
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not to hold any other working contract with an external entity for the entire period of the internship.
180 When WHO is considering offering an internship, the applicant should be required to complete a WHO Declaration of Interest (DOI) Form. The DOI Form must be completed by the applicant and evaluated by WHO before any offer of internship can be made . An applicant should not be offered an internship until the approving officer has confirmed to them that there is no, or no significant, conflict of interest. For further guidance refer to the
Office of Compliance, Risk Management and Ethics page on DOI.
Medical certificate of fitness to work
190 Prior to the issuance of the letter of agreement, interns are required to provide and upload in Stellis during the onboarding process, a
Medical Certificate of Fitness for Work duly completed and signed by them and by their attending physicians. No reimbursement is made for the cost of the medical certificate.
200 The duration of WHO internships is for no less than six (6) weeks and up to a maximum of 24 (twenty-four) weeks. Depending on the requirements of the programme at regional and country level, regional offices may decide to apply 12 (twelve) weeks as the maximum duration of internships.
210 An internship, including any extension, cannot exceed the maximum of 24 (twenty-four) weeks and must be undertaken in the same work unit (HQ) or office in the regions, except where otherwise considered necessary and authorized by HRT (for HQ) or the relevant Regional HR Managers.
220 Interns are expected to devote themselves full-time to the assignments of the receiving unit for the period of the internship. The normal work day shall be eight hours and the normal work week shall be forty hours. Regional and country offices may determine their schedule of office hours to suit local conditions. Interns should follow the regular working hours of their duty station. The working hours for the main WHO offices can be found in the WHO eManual
III.20 Annex 6.A.
230 Interns are eligible to personal time off during their WHO internship assignment. The rate of personal time off accrual is two-and-half working days per month and may be accrued over the period of the internship. The use of time off is by half or full days and should be agreed in advance with the supervisor. In exceptional circumstances, an intern may request the advance use of time off to be accrued. The approval of the request remains at the supervisor’s discretion. In such a case, the number of time-off days requested cannot exceed the maximum total of days to be accrued over the period of internship.
240 The intern is responsible for ensuring that they are adequately insured during their time off days as the insurance policy referred in paragraph 400 of this policy may contain geographical exclusions. The time off that was not exercised during the internship, will be forfeited and will not be payable or otherwise compensated.
Absence for medical reasons
250 In case of absence due to reasons of health, interns are required to inform their supervisors on the first day of any such absence. If the period of absence is for more than three consecutive days, the intern is required to provide a medical certificate from a qualified physician covering the period of absence. The medical certificate must be submitted to Staff Health and Wellbeing (HQ)/Regional Staff Physician (regional and country office). For confidentiality reasons, the medical certificate will not be submitted to the intern’s supervisor. Absences for medical reasons shall not be deducted from the intern's personal time off.
260 Time off and absences for medical reasons shall be recorded by the designated Leave Administrator in the absence record of the intern.
Financial and in-kind assistance
270 Effective 1 January 2020, WHO is providing financial support, in the form of a living allowance, to interns subject to conditions defined by the Director-General. The WHO Global Internship Programme aims to improve transparency, equal accessibility, broad geographical participation and gender parity by granting a living allowance to interns who need financial support.
280 The eligibility for a living allowance is based on the information provided in the completed Declaration of Interest, with regard to disclosure of financial support received by the intern such as a scholarship, a grant, etc. The determination of eligibility for a living allowance and its amount is made by the Internship HR focal points at Headquarters or in the Regional Offices.
290 The living allowance is calculated based on 20% of the reduced daily subsistence allowance (i.e. after sixty days DSA) of the duty station. For interns whose place of residence is in the duty station, the living allowance is calculated on the basis of 20% of the reduced DSA minus the hotel component.
300 In certain duty stations, interns receive either a meal voucher or a lump sum amount for meal expenses (for each work day during the assignment period), regardless of whether they receive full, partial or no living allowance.
310 In line with WHA71 Resolution, specifically to ensure the funding for the living allowance, the continued development of the WHO Global Internship Programme, and associated administrative costs, technical units that host interns are required to allocate funds for internships in their activity workplans in advance, as part of the standard operational planning. Irrespective of the actual expenditure, the funds should be allocated at a standard rate per intern and will be charged accordingly.
320 An internship may be offered at locations designated as a family duty station, and according to the below matrix.
| Security level | Hardship classification | Non-family or family restrictions |
Locally recruited Interns | 1, 2, 3, 4, 5 | H, A, B, C, D, E | No |
Internationally recruited Interns | 1, 2, 3 | H, A, B, C | No |
Visas and work/residence cards
Internships at regional and country offices and out-posted headquarter offices
330 For internships at regional offices, country offices and out-posted headquarter offices, the relevant internship HR focal point should be consulted regarding visa and work/residence cards specific to the country of placement.
340 For internships in Switzerland, candidates are personally responsible for obtaining all necessary information about the visa requirements from the Embassies in their home countries, prior to signing the Letter of Offer. The receiving unit should refer the candidates to the paragraph 2.1 of the countersigned Letter of Offer for Interns, where they will find information on the visa and/or work/residence requirements, and to provide them with the visa support letter ensuring that on the first day of internship, the intern submits an on-line request for registration with the Swiss Mission in Geneva as stated in the letter of Offer for Interns.
350 WHO is not offering or engaging in remote internships.
360 Either the Organization or the intern may terminate the internship at any time and without compensation by giving a written notice to the other party normally not less than one week in advance of the expected last day.
Employment following internship
370 Any employment with WHO is subject to established recruitment procedures. Interns and former interns are free to apply as external candidates to any vacant positions and opportunities which are open to external candidates.
380 While official travel is not encouraged, interns may exceptionally be required to travel to accompany a staff member on official travel to locations with a security rating no higher than Security Level 3. Such official travel shall be aligned with the intern’s Terms of Reference, essential for the programmatic needs and compliant with the programme budget. In case that these conditions are met, a justification shall be provided in the Travel Request for its approval. The technical programme must ensure that appropriate administrative action is taken to facilitate the official travel of the intern for the period concerned. The technical programme must also ensure that the security clearance is obtained prior to travel. The technical programme must also take into account WHO’s policies on travel of non-staff (see
section VII.6.2) which includes the provisions that “the Organization will not refund visa-related expenses to non-staff travelers” and the policy relating to air travel, which provides that “[air] travel will take place on the most direct route, and the least expensive economy class ticket will be provided for an approved itinerary” (see
section VII.2.1, paragraph 10).
Accident and illness insurance
390 Interns are covered by a group insurance policy which provides compensation in case of death, disablement due to any cause and coverage of medical expenses resulting from accidents or illness that occur within the period of assignment.
400 The premium for accident and illness insurance is paid in its entirety by the Organization, the amount being charged to the technical units hosting the intern.
410 In case of death due to an accident or illness, the benefits are paid to the beneficiary or beneficiaries designated by the insured person.
420 In the event of the death of an intern due to an accident or illness, the death must be reported immediately by the receiving unit to the WHO Security Services (SEC) and Insurance Risk Management (IRM) at headquarters. IRM must notify the insurance company.
430 An accident or illness that is expected to result in the disablement of an intern must be reported immediately by the intern or the receiving unit to IRM who will notify the insurance company.
440 Claims for the reimbursement of medical expenses resulting from accidents or illness are made by the intern directly to the insurance company without the involvement of WHO.
- WHO assumes no responsibility for non-payment by the insurance company of all or part of a claim that may be submitted by the intern; and
- WHO assumes no responsibility or liability with regard to any medical expenses incurred by the intern during the assignment which exceed the amount of the group insurance coverage referred to in paragraph 400 of this policy.
450 The interns may opt to purchase any necessary additional voluntary complementary insurance of their choice.
Agreements with external institutions
460 WHO does not agree to execute any agreements proposed or required by a sponsor, university or equivalent institution.
470 The only agreement on interns that WHO signs the Letter of Offer for Intern, which the intern must countersign as a condition to any internship and before the beginning of any internship.
480 WHO does not enter into any framework agreements with any external entities concerning the placement of interns.
