Job title Administrative Assistant, WMU-Sasakawa Global Ocean Institute

Grade: GS-4

Duty Station: Malmö, Sweden

Duration on of contract: Two year fixed-term contract which may be renewed for a further period subject to satisfactory performance

1. Organizational setting

The World Maritime University (WMU) was founded in 1983 within the framework of the International Maritime Organization (IMO), a specialized agency of the United Nations, as its premier center of excellence for maritime postgraduate education, research, and capacity development. The University offers unique postgraduate programmes, conducts wide-ranging research in maritime and ocean-related studies, and advances maritime capacity development in line with the UN Sustainable Development Goals.

The WMU-Sasakawa Global Ocean Institute (GOI) has been established within the framework of the WMU. It is 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. GOI initiatives are supported by The Nippon Foundation of Japan, Sweden, Germany, Canada, the European Commission and the City of Malmö. Please read more on our page: https://www.wmu.se/goi

2. Main purpose

The Administrative Assistant reports to the Programme and Operations Manager, cooperates closely with the Director of the WMU-Sasakawa Global Ocean Institute and the Senior Administrative Assistant (GOI), and provides administrative and secretarial support to the Institute.

3. Duties, responsibilities

The incumbent will provide the following support services:

Administrative Processes

• Assist the GOI Director with the teaching and doctoral supervision scheduling

• Provide administrative support to the Programme and Operation Manager and the Senior Administrative Assistant;

• Provide administrative and secretarial support to the GOI team, including office management tasks and scheduling of meetings;

• Provide administrative support for donor reports including the preparation of annexes;

• Provide secretarial support for meetings, seminars and conferences; drafting agendas, writing minutes, correspondence and post-event related material

• Undertake all other secretarial and administrative tasks as may be required or assigned by the Programme and Operations Manager and the GOI Director;

Outreach and communication

• Support the Programme and Operations Manager, the Senior Administrative Assistant, and the Project and Operation Officer with local event organization including administrative and preparational tasks, in collaboration with other WMU departments.

• Assist the Senior Administrative Assistant and Project and Communication Assistant with the production of communication materials (brochures, documents and reports);

• Prepare and draft correspondence, memos and documents;

• Assist with the GOI Director’s travel arrangement and travel claims, general travel arrangements, as may be required;

• Provide assistance to visiting professors, donors and guests;

• Assist in the maintenance of websites, databases and online tools such as the intranet.

Office Management and logistics

• Support the Programme and Operations Manager, Project and Operation Officer, and the Senior Administrative Assistant with financial and procurement and reimbursement processes: adapting templates, preparing spreadsheets, budget forecasts, and preparing small budgets, e.g. for office matters, events or communication activities.

• Maintain office supplies, check stocks to determine inventory level for anticipating needed supplies and evaluating new office products;

• Support and prepare Institute and project-related statistics and data for annual reports;

• Handle logistical efforts in connection with office management, events and incoming and outgoing 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 Programme and Operation Manager and the GOI 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 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 organization(s) and/or higher education academic environments).

Languages

Essential

• Fluency in spoken and written English.

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 both 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, tact; and gender-sensitive and non-discriminatory behavior and attitudes

• Strong IT skills, computer literacy and experience with the Google Suite tools.

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 apply online through the University’s website.

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: 31 July 2026.