Event Assistant
Stift Sipri / Evenemangsjobb / Solna
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hela Sverige The Stockholm International Peace Research Institute (SIPRI) is an independent international institute whose core mission is to undertake research and activities on security, conflict and peace. Established in 1966, SIPRI provides data, analysis and recommendations, based on open sources, to policymakers, researchers, media and the interested public. SIPRI provides excellent opportunities for scientific and personal development. SIPRI is an equal opportunity employer and welcome applicants from all over the world.
SIPRI is seeking an Event Assistant for the Institute's Outreach Department. The Event Assistant will reinforce the Institute in its overall ambition to convene professional conferences and events and to therewith support and strengthen the Institute's awareness and recognition as a global meeting place located in Sweden.
Main tasks and responsibilities
Specifically, in coordination with the respective conference coordinators and research teams and the Outreach Department, the Event Assistant will:
• assist with the invitation process, including the preparation of documents for participants' visa applications;
• communicate with the conference venue and other vendors/service providers;
• monitor and report on participant registration lists;
• work with SIPRI's travel agency and other relevant entities to arrange participant flights;
• make hotel reservations for SIPRI-sponsored participants and liaise with partner organizations and individual participants to manage reservations with SIPRI's hotel room blocks;
• relay key logistical information to participants regarding their reservations, local transport and the reimbursement policy and procedure;
• collaborate with SIPRI Finance to ensure billing and reimbursements associated with hotel reservations and participants' expenses;
• facilitate onsite VIP meeting inquiries
• help coordinate the reporting from the respective conferences;
• provide additional administration support as needed
Requirements
The successful candidate will have the following experience and skills:
• Fluency in written and spoken English
• Excellent written and oral communications skills
• Experience in event booking logistics and/or in providing administrative support to large, high-level conferences
• Familiarity with handling finance systems is and advantage
• Familiarity with SIPRI's research areas is an advantage
• Fluence in written and spoken Swedish is an advantage
As a person:
• Professional and service-minded
• Able to work independently and as a part of a team
• Maintaining a positive attitude under stress
• Cooperative and flexible
• Pay high attention to detail
• Ability to prioritize tasks and work in a fast-paced environment
Contract period
Starting from 1 February 2020, or as soon as possible thereafter. The appointment will be, initially, until 31 January 2021 with the possibility of extension. The salary package will be negotiated individually.
The initial closing date for applications is 6 January 2020.
Applications will be accepted until the position is filled.
For enquiries regarding the vacant position, contact SIPRI's Director of Communications, Stephanie Blenckner,
blenckner@sipri.org.
The trade union contacts at SIPRI are Pieter Wezeman for ST (
pw@sipri.org) and Jiayi Zhou for SACO (
Jiayi.zhou@sipri.org).
Varaktighet, arbetstid
Heltid/ Ej specificerat
Publiceringsdatum2019-12-12ErsättningThe salary package will be negotiated individually.
Så ansöker duSista dag att ansöka är 2020-01-06
Klicka på denna länk för att göra din ansökanFöretagStift Sipri
Omfattning Detta är ett heltidsjobb.
Arbetsgivare Stift Sipri,
https://www.sipri.org/ Arbetsplats Stiftelsen Sipri
Jobbnummer 4998813
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