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  • Faithful to my Homeland, the Republic of Poland

     

  • INTERNSHIPS AND VOLUNTEER WORK AT THE EMBASSY

  •  

    ORDINANCE NO 13 OF THE DIRECTOR GENERAL OF THE FOREIGN SERVICE 
    of 30th May 2011
     
    on organizing and pursuing internships, volunteer work and traineeships in the Ministry 
    of Foreign Affairs and diplomatic posts

     

     

    Pursuant to Article 25 subparagraph 1 of the Civil Service Act of 21 November 2008 (Journal of Laws no. 227, item 1505 as amended1)), it is hereby ordered as follows:

     

    1) Amendments to the consolidated text of the abovementioned Act published in the Journal of Laws of 2009 no. 157, item. 1241, no. 219, item 1706 and no. 157, item 1241, and in the Journal of Laws of 2011 no. 82, item 451.

     

    § 1. 1. The Ministry of Foreign Affairs, hereinafter referred to as the "Ministry", organizes student internships, apprenticeships and post-graduate internships, hereinafter collectively referred to as "internships", volunteer work, and traineeships for unemployed persons, hereinafter referred to as "traineeships".

    2. Internships, volunteer work and traineeships take place both in the Ministry and in diplomatic posts, with the exception of apprenticeships, which take place exclusively in the Ministry.

    3. The organization unit responsible for the organization, course and supervision of internships, volunteer work and traineeships is the competent unit in the field of trainings, subject to § 3.

    4. During the course of the internships, volunteer work and traineeships, participating persons shall acquaint themselves with the work and tasks of the foreign service, the Ministry's mission, as well as with the organizational structure and principles governing public administration on the example of the official agency serving the Minister of Foreign Affairs and entities located abroad which are supervised by and subordinate to the Minister.

     

     

    General internship rules

     

    § 2. 1. Internships are conducted in accordance with the rules of internship and volunteer work constituting Appendix no. 1 to the present Ordinance.

    2. No later than 45 days prior to the suggested date of commencement of the internship, persons interested in taking part in the internship shall provide their applications, by way of the appropriate application form:

    1) to the competent unit in the field of training - when applying for an internship in the Ministry;

    2) the head of the relevant diplomatic post - when applying for an internship in a foreign service posts.

    3. The form shall be accompanied by:

    1) a certificate filled out by the faculty office - in the case of student internships, or a certificate filled out by school authorities - in the case of apprenticeships; in accordance with the template included in the relevant application form, as specified in § 5 subparagraph 6 and § 6 subparagraph 5.

    2) photocopy of ID card or passport providing personal data and specifying the validity date;


    3) a certificate attesting that the intern is acquainted with the rules for internship and volunteer work, in accordance with the template provided in Appendix no. 1 to the present Ordinance;

    4) a declaration of clean criminal record, in accordance with the template constituting Appendix no. 2 to the present Ordinance.

    4. The documents referred to in subparagraphs 2 and 3 above may be provided via electronic means. In this situation, the original documents shall be provided no later than the date of commencement of the internship.

    5. Moreover, the intern shall:

    1) provide an electronic-format passport-sized photograph no later than 14 days prior to the commencement of the internship, 
    2) present, at the latest on the date of commencement of the internship, original proof of possession of personal accident insurance covering the term of the internship. The document confirming the insurance shall, in particular, be a certificate issued by the university, an insurance policy issued by an insurance company, a Euro 26 ID card, an 
    ISIC ID card.

     

    § 3. 1. Internship candidates are qualified by:

    1) in the Ministry - the Director of the organizational unit competent in the field of training, after receiving the opinion of the organizational unit competent in the field of diplomatic security; 
    2) in a diplomatic post - the head of the diplomatic post, after receiving the opinion of the organizational unit competent in the field of diplomatic security, and having informed the organizational unit competent in the field of training no later than 30 days prior to the commencement of the internship. 
    2. In order to obtain the opinion or provide the information referred to in subparagraph 1 above, the following data shall be provided: the candidate's name and surname, date and place of birth, residential address, contact telephone number, name of school or university and year of studies or information on the level of education, and citizenship. 
    3. The candidate qualified to take part in the internship is informed of the term of the internship via telephone or electronic means, no later than 14 days prior to the commencement of the internship. 
    4. The internship agreement is signed on behalf of the Director General of the Foreign Service by: 
    1) the Director of the organizational unit competent in training matters - in the case of internships in the Ministry; 
    2) the head of the diplomatic post - in the case of internships in the diplomatic post.

     

     § 4. 1. Internships may take place during the entire calendar year. In the case of student internships and apprenticeships, the duration of the internship may not exceed 3 months and is subject to the candidate's application and the needs of the Ministry or diplomatic post.

    2. The internships are unpaid. Travel expenses to and from the place of internship, accommodation and living expenses, and health and accident insurance costs shall not be covered, subject to § 7 subparagraph 5 and § 8 subparagraph 6. 
    3. The intern is responsible to the Director of the Ministry organizational unit in which the intern performs the internship, or to the head of the diplomatic post - in the case of internships taking place in a diplomatic post. 
    4. The intern shall not have access to classified information or legally protected information, unless the intern possesses or obtains the relevant security clearance certificate or authorization to access classified information (clearance level: "RESTRICTED") or receives the relevant authorization to process personal data.

    5. The Ministry or diplomatic post shall confirm the holding of internships by issuing an internship certificate constituting Appendix no. 3 to the present Ordinance. The basis for issuing the certificate is the intern evaluation sheet which constitutes section "A" to the abovementioned certificate and is filled out by the intern's supervisor no later than on the last day of the internship.

     

    Student internships

     

    § 5. 1. A candidate applying for a student internship shall fulfil the following criteria:

    1) be a citizen of Poland or a Member State of the European Union, 
    2) be a final year student of undergraduate (bachelor) studies; be a third, fourth or fifth year student of unified master's studies; a student of post-graduate master's studies, PhD studies or post-graduate studies; 
    3) pursue studies which are significant from the point of view of the Ministry. 
    2. A person who is not a citizen of the Republic of Poland may be qualified for a student internship in the Ministry or diplomatic posts subject to the agreement of the Director General of the Foreign Service and if the intern will not, in course of his/her internship, perform tasks directly or indirectly involved in the exercise of public authority and/or functions aimed at protecting national interests. 
    3. The Ministry accepts candidates for student internships on the basis of written cooperation contract concluded with universities. The template for the cooperation contract is attached hereto as Appendix 4 to the present Ordinance. 
    4. The term and duration of student internships, names of the Ministry or diplomatic post organizational units where the internships will be held and the number of students referred during a given calendar year to the Ministry or diplomatic post to take part in internships shall be agreed upon by the parties in writing, within a timeframe enabling the implementation of the obligations arising from the contract. 
    5. The university shall provide proposals for the implementation of the provisions of the cooperation agreement in the scope referred to in subparagraph 4 together with the student application in the application form constituting Appendix 5 to the present Ordinance. 
    6. Students may individually apply for student internships at the Ministry or diplomatic post, by presenting - no later than 45 days prior to the planned commencement of the student internship - the application form referred to in subparagraph 5.

     

     

    Apprenticeships

     

    § 6. 1. A candidate applying for an apprenticeship shall fulfil the following criteria:

    1) be a citizen of Poland or a Member State of the European Union, 
    2) be a graduate of a post-secondary learning institution conducting vocational training in a field of studies significant from the point of view of the Ministry. 
    2. A person who is not a citizen of the Republic of Poland may be qualified for an apprenticeship in the Ministry subject to the approval of the Director General of the Foreign Service and if the apprentice will not, in course of his/her apprenticeship, perform tasks directly or indirectly involved in the exercise of public authority and/or functions aimed at protecting national interests. 
    3. The Ministry accepts candidates for apprenticeships on the basis of written cooperation contracts concluded with post-secondary learning institutions. The template for the cooperation agreement is attached hereto as Appendix 6 to the present Ordinance. 
    4. The term and duration of apprenticeships, names of the Ministry or diplomatic post organizational units where the apprenticeships will be held and the number of students

    referred during a given calendar year to the Ministry or diplomatic post to take part in apprenticeships shall be agreed upon by the parties in writing, within a timeframe enabling the implementation of the obligations arising from the contract. 
    5. The post-secondary learning institution shall provide a proposal for the implementation of the provisions of the cooperation contract in the scope referred to in subparagraph 4, together with student application forms, the template for which is provided in the Appendix 7 to the present Ordinance.

     

    Post-graduate internships

     

    § 7. 1. A candidate applying for a post-graduate internship shall fulfil the following criteria:

    1) be a citizen of Poland or a Member State of the European Union, 
    2) be a graduate of a post-secondary learning institution, or under-graduate, graduate, PhD or post-graduate studies in a field of studies significant from the point of view of the Ministry. 
    3) no more than 5 years having elapsed since the end of his/her studies. 
    2. A person who is not a citizen of the Republic of Poland may be qualified for a student internship in the Ministry or diplomatic posts subject to the approval of the Director General 
    of the Foreign Service, if the intern will not, in course of his/her internship, perform tasks directly or indirectly involved in the exercise of public authority and/or functions aimed at protecting national interests. 
    3. Candidates applying for post-graduate internships shall - no later than 45 days prior to the planned commencement of the internship - provide the application form constituting Appendix 8 to the present Ordinance.

     


    4. The post-graduate internship shall be held on the basis of a written post-graduate internship contract concluded with the intern. The template for the agreement constitutes Appendix 9 to the present Ordinance. 
    5. The post-graduate internship may take place in return for remuneration. The monthly remuneration sum shall not exceed twice the amount of the minimal wage, calculated on the basis of separate legal provisions. 
    6. The decision to grant the remuneration referred to in subparagraph 5 above shall be made by the Ministry organizational unit competent in the field of human resources. 
    7. The provisions of the Post-graduate Internship Act shall apply to any and all issues unregulated herein.

     

    Volunteer work

     

    § 8. 1. The general rules governing internships referred to in § 2, 3 and 4 shall apply to volunteer work, with the exception of § 2 subparagraph 5 item 2 if the volunteer work lasts no longer than 30 days.

    2. Applications to take part in volunteer work at the Ministry of Foreign Affairs or diplomatic post may be filed by any person who is a citizen of Poland or a Member State of the European Union, hereinafter referred to as the "Volunteer". 
    3. A person who is not a citizen of the Republic of Poland may be qualified for volunteer work in the Ministry or diplomatic posts subject to the approval of the Director General of the Foreign Service and if the Volunteer will not, in course of his/her volunteer work, perform tasks directly or indirectly involved in the exercise of public authority and/or functions aimed at protecting national interests.

    4. Candidates applying for volunteer work shall - no later than 45 days prior to the planned commencement of the volunteer work - provide the application form constituting Appendix 10 to the present Ordinance. 
    5. The basis for cooperation between the Volunteer and the Ministry or diplomatic post is 
    the agreement constituting Appendix 9 to the present Ordinance. 
    6. The agreement concluded with the volunteer may specify other benefits enjoyed by the volunteer on the part of the Ministry or diplomatic post. 
    7. The provisions of the Public Benefit and Volunteer Work Act shall apply to any and all issues unregulated herein.

     

     

    Traineeships

     

    § 9. 1. Depending on the needs of organizational units, the Ministry shall file an application with the Labour Office to provide traineeships for unemployed persons, in accordance with the provisions of the Employment Promotion and Labour Market Institutions Act.

    2. The traineeship may last up to 12 months and shall take place on the basis of an agreement concluded between the Labour Office and the Ministry, in accordance with the programme referred to in the agreement.

     

    Final provisions

     

    § 10. 1. In extraordinary cases justified by the specific needs of the foreign service, candidates who do not meet the requirements specified in § 5 subparagraph 1, § 6 subparagraph 1, § 7 subparagraph 1 and § 8 subparagraph 2 may be admitted to take part in internships only with the approval of the Director General of the Foreign Service.

    2. Candidate applications referred to in subparagraph 1 above shall be examined as per available vacancies. 
    3. A candidate who, owing to the lack of vacancies, has not been qualified to participate in internships may apply for an internship at a different date in future.

     

    § 11. If a person applying for internship or volunteer work does not possess a command of the Polish language, the documents constituting appendices 1-11 may be submitted in the English, French, German, Spanish or Russian languages.

     

    § 12. The present Ordinance repeals Ordinance no. 5 of the Director General of the Foreign Service of 16 August 2007 on the organization of student internships in the Ministry of Foreign Affairs and diplomatic posts and apprenticeships in the Ministry of Foreign Affairs.

     

    § 13. The Ordinance shall enter into force on the day of its signing.

     

     

     

     DIRECTOR GENERAL

     OF THE FOREIGN SERVICE

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