Secretary, WMU-Sasakawa Global Ocean Institute (GS-4)

Job title Secretary, WMU-Sasakawa Global Ocean Institute


Grade: GS-4


Duty Station: Malmö, Sweden


1. Organizational setting
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. With the University’s new strategic directions, specifically expansion of its mandate to include ocean-related matters, and strengthening ocean research, WMU is well positioned for this collaborative partnership with the Nippon Foundation.
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


2. 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 Head of Research and the Research Officers.


3. 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;
● Maintain the condition of the office and arrange for necessary repairs;
● Perform receptionist duties when needed;
● Undertake all other secretarial and administrative tasks as may be required or assigned by the
GOI Director; Outreach and communication
● Support Project Engagement and Implementation Officer and Senior Secretary with events
organisation including administrative and logistical 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 maintaining of websites, databases and online tools.
Finance and Procurement
● Support Project Engagement and Implementation Officer and Senior Secretary with financial and procurement processes: adapting templates, preparing spreadsheets, for verification, drafting debit notes, requesting commitments;
● Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products;
● Assist in drafting requests for procurement, and calls for tenders;
● Support Project Engagement and Implementation Officer and Senior Secretary with projectrelated
budget forecasts, and prepare small budgets, e.g. for events or communication activities.
● Providing statistics and data for annual reports;
● Undertake other duties as may be assigned by the GOI Director.


4. Minimum requirements – education, experience and language skills
Education
Essential
● The successful candidate will have a high school diploma or equivalent.
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.


5. Terms and Conditions
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
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: 28 February 2021
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