Project Support Assistant (Project Position) CAPFISH Project

Job title Project Support Assistant (Project Position), CAPFISH Project
Duration of contract: 12-month fixed-term appointment.
Organizational setting
The World Maritime University (WMU) is a postgraduate, education and research university established in 1983 by the International Maritime Organization, a specialized agency of the United Nations. WMU’s mandate is to build global capacity in maritime and ocean areas. The University offers M.Sc. and Ph.D. programmes, Postgraduate Diplomas, and Professional Development Courses (PDCs) with the highest standards in maritime and oceans education and training. WMU also has a highly respected research portfolio and a strong record of publications across the maritime and ocean fields. The Project Support Assistant position falls within the Research Unit at WMU’s headquarters in Malmö, Sweden.
Main purpose
We seek a Project Support Assistant to support day-to-day activities related to an inter-agency capacity-building and development project to progress the implementation of international instruments to combat illegal, unreported and unregulated (IUU) fishing (CAPFISH). The CAPFISH Project is creating an education and capacity building platform that consolidates the expertise of the UN specialized agencies mandated to address fisheries sustainability, working conditions, and safety on board fishing vessels, as well as academic research and practical knowledge. CAPFISH is a transdisciplinary initiative that integrates science, economics, maritime policy and ocean governance, law and regulation, maritime technology and operation, safety at sea, societal factors, human rights, as well as compliance monitoring and enforcement. The Project received initial funding for 1 year in 2021 to formalize the inter-agency partnership and undertake the research and development required to design the course. This funding has been renewed for a second year and the Project now requires day-to-day administrative support.
Duties, responsibilities
The post-holder is expected to provide technical and administrative support for the CAPFISH Project. This includes a wide range of operational, administrative and secretarial support to the Project coordinators, Project Research Associate, and the external partners (UN Agencies, The Pew Charitable Trusts etc.). Much of this will be online, but depending on pandemic circumstances may also involve physical meetings. The travel management activities may resume anytime. The successful candidate will support activities as required such as:
Assist and provide administrative support to the Project team;
Provide secretarial support to the Project team, including office management tasks and scheduling of meetings;
Provide secretarial support at meetings, seminars and conferences;
Maintain the office in good order;
Perform receptionist duties when needed;
Support event organization including logistical tasks;
Assist the Project team with the production of communication material (brochures, documents and reports);
Prepare and draft correspondence, memos and documents;
Arrange travel, including accommodation as may be required, and provide assistance to visitors and guests;
Manage the Project website and social media accounts;
Provide technical assistance for workshops and courses (Zoom Webinar or similar platform, recording and editing of videos);
Undertake other secretarial and Project-related administrative tasks as may be required.



Finance and Procurement support
Support the Project team with financial and procurement processes: adapting templates, preparing spreadsheets, for verification, drafting debit notes, requesting commitments, Project-related budget forecasts, and prepare small budgets (e.g., for events or communication activities).
Liaise with finance and procurement departments;
Provide financial data for annual reports;
Track and reconcile Project finances in accordance with budget and projected spending.


Minimum requirements – education, experience and language skills
Education Essential
· The successful candidate will have a high school diploma or equivalent.
Experience Essential
· Assist with the Project accounting, e-document filing and record management;
· Coordinate calendar, face-to-face and online meeting schedules;
· Online meeting facilitation, minute taking, actions summary and preparation;
· Proof reading documents and assisting with word processing and graphics;
· Use of spread sheets to assist in budget calculations, time allocation etc.;
· Assist with website design, social media, video editing and video conferencing (including webinars and hybrid events).
Desirable
Interest in maritime affairs or fisheries;
· Experience working for or with UN organisations;
· Experience of working in developing countries.
Languages Essential
· Fluency in spoken and written English.
Desirable
· Knowledge of another UN language would be an advantage.
· Knowledge of Korean would be an advantage.
This vacancy is open to male and female candidates. WMU seeks to increase the number of women at all levels and, therefore, qualified women are particularly encouraged to apply. WMU will make every effort to facilitate the employment of persons with disabilities.
Application
The position provides for a monthly stipend of approximately 24 000 SEK (free of income tax in Sweden) and medical and life insurance coverage by Cigna International.
Applicants must fill in the Personal History Form, which can be found at http://wmu.se/vacancies, provide a letter of interest, a complete CV and the contact information of three referees to Marco Batista, Head of Human Resources (mb@wmu.se). Candidates will be contacted if they are short-listed. 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: 15 May 2022
Öppen för alla
Vi fokuserar på din kompetens, inte dina övriga förutsättningar. Vi är öppna för att anpassa rollen eller arbetsplatsen efter dina behov.