​​We are currently on the lookout for a new Administration Officer to join our Secretariat team in the heart of Copenhagen. We are looking for a friendly, outgoing teammate who is highly organized and works well under tight deadlines. In this role, you will have a front-row seat to the operations of an intergovernmental organization and contribute to our aim of providing science for sustainable seas. You will join a diverse and inclusive working environment of approximately 75 Secretariat staff who represent 30 nationalities.

Working directly for the General Secretary, the head of ICES Secretariat, you will tackle a variety of tasks ensuring a dynamic working environment where no two days are the same. This role will allow you to enhance your skills in communication, coordination, and organization and perform a variety of complex activities to advance ICES mission. You will collaborate closely with your fellow Administration Officer as well as other key Secretariat colleagues to ensure effective support in the day-to-day running of the General Secretary’s office.

​Responsibilities

• Executive support for the General Secretary, including formal communication and correspondence, scheduling, meeting support, as well as travel arrangements
• Facilitate the implementation of the Office of the General Secretary’s annual workplan through scheduling, monitoring progress, tracking milestones, providing updates to relevant stakeholders, and management of office’s internal documentation system
• Act as key support to the Council (ICES governing body), Bureau (ICES executive board) and other groups, including assisting with meeting document preparation and dissemination as well as minute taking and meeting-note support
• Help develop and maintain a communication strategy for the Office of the General Secretary to help ensure timely and accurate dissemination of information
• Support and coordinate Diversity, Equity & Inclusion (DEI) initiatives within the Secretariat and across the ICES network, working collaboratively to turn ideas into initiatives and action
• Other ad hoc administrative tasks, as required

​Qualifications and experience

• Excellent (native standa​rd) English grammatical, reading, and writing language skills
• At least two years’ previous experience in administration and coordination, preferably from an intergovernmental organization.
• Highly organized, with an ability to effectively prioritize tasks and workload under a tight timeline.
• Excellent working knowledge of the Microsoft Office suite of applications, including SharePoint.
• Experience working in a small team, as well as with colleagues from diverse national and cultural backgrounds.
• Solid experience in meeting administration, document preparation and minutes production.
• Experience in promoting and increasing Diversity, Equity, and Inclusion (DEI) in a workplace environment.

​Terms of appointment

The appointment will be full-time (38 hours per week), for a four-year contract period starting in May 2024 or as soon as possible, with the possibility of extension.

ICES Secretariat staff enjoy privileges and immunities pursuant to the Host Agreement between the Government of Denmark and ICES. The salaries of ICES staff are exempt from Danish income tax and the salary for this role is at the “C5” grade, which is based on the United Nations common salary system.

Furthermore, a tax-free pension scheme is available, to which both the employee and ICES contribute. ICES Staff Rules set out the conditions and principles of employment and the responsibilities of the staff of the Secretariat.

​Applications

When it comes to recruitment and employment of staff at ICES, our goal is securing the highest standards of efficiency, competence, and integrity, with due regard to geographic diversity. All employment decisions are made based on qualifications and organizational needs. ICES is committed to creating a diverse and inclusive environment of mutual respect. ICES welcomes candidates without bias towards gender identity, sexual orientation, race, religious, cultural, and ethnic backgrounds, or disabilities. Members of underrepresented groups are encouraged to apply.

If you feel you have the professional and personal qualities and potential we are looking for, please submit your application (CV and cover letter) via Talent Attract no later than 10 March (11:59 CET).

Questions about this vacancy may be directed to HR Officer Rachel West Knudsen​.