Senior Administrative Assistant, WMU-Sasakawa Global Ocean Institute

Job title: Senior Administrative Assistant

Grade: GS-5

Duty Station: Malmö, Sweden

1. Organizational setting

The World Maritime University (WMU) operates under the International Maritime Organization as a 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 (WMU-GOI) has been established within the framework of the WMU and works on a range of contemporary challenges in ocean governance and the Law of the Sea.

2. Main purpose

The Senior Administrative Assistant will report to the Director as well as the Programme and Operations Manager of the Institute. The incumbent will work with the WMU-GOI Project support and Secretariat team in Malmö to provide administrative and management support to the GOI Director, Faculty and research team for the delivery of the programme of work of the Institute.

3. Duties, responsibilities

The incumbent will in particular provide the following management support services and assist the operational and research programme/project support efforts of the Institute under general supervision of the Programme and Operations Manager, including:

Administration and Operations

• Responsible for the management of GOI Director’s calendar and engagements; scheduling appointments, planning meetings, and making travel arrangements:
• Manage and arrange meetings for High level visits, special lectures and research project appointments, including drafting agenda’s, material and take minutes as well as post-event filing
• Prepare and manage correspondence, press releases, memoranda and briefing documents, including communication materials as assigned;
• Coordinate with the relevant internal services/teams, incl Office of the President, Development Office, PhD Office, Procurement, Corporate Services among others for work implementation and to ensure compliance with established policies, procedures and rules;
• Provide administrative support for Visiting Researchers, Distinguished Academics and Students;

Outreach and Engagement

• Support the team with event organisation; meetings, seminars and conference including preparation of administrative, documentation and logistical tasks;
• Assist in liaising with local organisations, partners as well as stakeholders for possible collaborations, initiatives and engagement
• Support and prepare Institute and project-related statistics and data for communication material and annual reports;
• Assist in the maintenance of websites, databases and online tools such as the internal intranet, including liaising with IT services to ensure optimal IT usage and functionalities;

Office and Document Management

• Responsible for managing office operations as well as arrange for visitors including liaising with vendors for procurement and purchases of goods and services (internal and external);
• Revamp and maintain the team procedures as well as online and physical filing system;
• Support financial and procurement processes: adapting templates, preparing spreadsheets, budget forecasts, and preparing small budgets, e.g. for office matters, events or communication activities.
• Undertake all other operational and administrative tasks as may be required or assigned by the Programme and Operations Manager and Director.

4. 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 Business, Administration, Management, Law, Communications, International Relations, and/or Policy or relevant.

Experience

Essential

• Have a minimum of five 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/applications and Salesforce ERP.

5. 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, complete and submit the following via email to Marco Batista, Head of Human Resources on email (mb@wmu.se):

• the Personal history form
• a letter of interest,
• a complete Curriculum Vitae (CV) in english, and
• the contact information of three referees.

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: 12 May 2024, 23:59 CEST.

WMU - World Maritime University

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Deadline: 2024-05-12
Location: Sweden, Malmö
Categories: Administration, administrative science, Assistance to the management, Business Administration, business engineering, Communication Engineering, Law, Management Science, Ocean Science, policy, Research Assistant,

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