Secretary, WMU-Sasakawa Global Ocean Institute
The World Maritime University / Administratörsjobb / Malmö
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The World Maritime University (WMU) is established by the International Maritime Organization. WMU's mission is to be the world centre of excellence in postgraduate maritime and ocean education, professional training and research, while building global capacity and promoting sustainable development.
The WMU-Sasakawa Global Ocean Institute (GOI) has been established within the framework of the WMU. It is to be a world-leading center of excellence for ocean research, dialogue, capacity building and policy support in meeting ocean obligations, addressing existing and emerging challenges, and seizing the opportunities inherent in contemporary ocean governance and the 2015 sustainable development commitments. Please read more on our page:
https://www.wmu.se/goi Main purpose
The Secretary will report to the Director of the WMU-Sasakawa Global Ocean Institute. He/she will provide administrative and secretarial support to the Institute.
Duties, responsibilities
The incumbent will in particular provide the following support services:
Administrative Processes
Assist the GOI Director and Head of Research the Ocean Governance Programme and Project implementation, including the teaching and doctoral supervision scheduling
Provide administrative support for the Head of Research;
Provide administrative and secretarial support to the GOI team, including office management tasks and scheduling of meetings;
Provide secretarial support for meetings, seminars and conferences; drafting agendas, writing minutes, correspondences and post-event related material
Undertake all other secretarial and administrative tasks as may be required or assigned by the GOI Director;
Outreach and communication
Support Programme and Operations Manager and Senior Secretary with event organisation including administrative and preparational tasks
Assist Senior Secretary with the production of communication material (brochures, documents and reports)
Prepare and draft correspondence, memos and documents;
Make for travel arrangements, including accommodation, as may be required, and provide assistance to visiting professors, donors and guests;
Assist in the maintenance of websites, databases and online tools such as the internal intranet
Office Management and logistics
Support Programme and Operations Manager and Senior Secretary with financial and procurement processes: adapting templates, preparing spreadsheets, budget forecasts, and preparing small budgets, e.g. for office matters, events or communication activities.
Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products;
Support and prepare Institute and project-related statistics and data for annual reports;
Handling logistical efforts in connection with to office management, events and shipments;
Maintain the condition of the office and arrange for necessary repairs;
Perform receptionist duties when needed;
Undertake other duties as may be assigned by the GOI Director
Minimum requirements - education, experience and language skills
Education, Essential
The successful candidate will have a high school diploma or equivalent.
Desirable
Have an undergraduate degree in Administration, Communications, International Relations, and/or Policy.
Experience, Essential
Have a minimum of three years of experience in administrative and operational tasks (desirable in international organisation(s) and/or higher education academic environments).
Languages, Essential
Fluency in spoken and written English.
Good understanding in spoken and written Swedish
Desirable
Knowledge of another UN language would be an advantage.
Desirable Qualifications, Competencies and Professional Experience
An understanding of WMU and its mission, and strong commitment to the delivery of the highest practicable standards in pursuing its mandate;
Maintain a high level of confidentiality and professionalism;
Excellent oral and written communication and interpersonal skills;
Be proactive, have the ability to work effectively and accurately with the team and independently;
Be able to work in an international environment with English as the primary language;
Be flexible in coordinating multiple projects and meeting deadlines;
Have effective communication skills in an international and multicultural academic environment;
Demonstrate flexibility, motivation, enthusiasm and tact;
Strong IT skills, Computer literacy and key experience with the Google Suite tools.
Terms and Conditions
This vacancy is open to eligible candidates that satisfy the education, experience and language criteria noted above.
WMU is committed to creating a diverse and inclusive environment of mutual respect. WMU recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.
Application
Applicants must fill in the Personal history form and send it together with a letter of interest/statement of contribution, a complete CV, and the contact information of three referees to Marco Batista, Head of Human Resources on email (
mb@wmu.se).
This position is only open to persons legally authorized to live and work in Sweden. The selected candidate will be locally recruited.
Deadline for Applications: 23 April 2023.
Öppen för alla
Vi fokuserar på din kompetens, inte dina övriga förutsättningar. Vi är öppna för att anpassa rollen eller arbetsplatsen efter dina behov.
Så ansöker du Sista dag att ansöka är 2023-04-23
E-post:
mb@wmu.se Arbetsgivarens referens Arbetsgivarens referens för detta jobb är "Secretery GOI".
Omfattning Detta är ett heltidsjobb.
Arbetsgivare The World Maritime University Fiskehamnsgatan 1 (
visa karta)
211 18 MALMÖ
Arbetsplats The World Maritime University
Jobbnummer 7588079
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