Conference and Training Support Officer

The International Council for the Exploration of the Sea (ICES) is an intergovernmental organization which aims to advance the scientific understanding of marine ecosystems and provide information and advice on the sustainable use of the seas. We are currently in search of a highly organized and self-motivated Conference and Training Support Officer to join our Secretariat (organization headquarters) located in Copenhagen, Denmark.  

We offer a job in the heart of Copenhagen where you will collaborate closely with leading scientists in the marine science field and gain insight into the operations of an intergovernmental organization. Our Secretariat staff is made up of approximately 80 people who represent a wide array of nationalities, and our meeting facilities are regularly used by visiting experts from our member countries and beyond. Your immediate team consists of skilled and committed colleagues who have a wide range of backgrounds (e.g., conference management, training programmes, marine science, administration, project management) and there is plenty of opportunity for lively discussion, involvement, and competency development. 

Responsibilities 

We seek a service-minded colleague to provide ICES conference and training courses support, such as: 

• Manage participant engagement for conferences and ICES training courses; oversee registrations, respond to enquiries, and coordinate communication with participants, instructors and other stakeholders 

• In collaboration with the IT team, deliver logistical, practical and technical audio-visual assistance for in-person, hybrid and online conferences and training courses 

• Liaise with the Communications-Publications Team to keep ICES training courses and ASC website updated, to promote events via social media, and facilitate publication of ASC proceedings 

• Support presenters with pre-recorded presentations, quality checking and formatting  

• Support content the call for abstracts, population, and maintenance of the conference mobile app (Whova), and ensure accessibility of event information 

• Assist with post-event activities and general administration 

• Provide other relevant ad hoc administration and coordination support, as directed by Conference and Training Coordinator and the Head of the Science Department, as needed. 

Qualifications and experience  

To be successful in this role, you should have: 

• Strong administrative, organizational, and event coordination skills, with the ability to manage multiple tasks and adapt to changing priorities. 

• Excellent interpersonal and relationship-management abilities, with a positive, collaborative, and professional approach. 

• Proven attention to detail and experience in editing and formatting text to a high standard. 

• Proficiency in Microsoft Office applications (Word, Teams, SharePoint) and general aptitude for online productivity tools and databases. 

• Fluent in written and spoken English, with strong communication skills. 

• Proactive and inclusive mindset, with a commitment to improving ICES systems and fostering a supportive team culture. 

Terms of appointment 

The appointment will be part-time (25 hours per week, including lunch) for a four-year contract period starting in February 2026, with the possibility of extension and potential transition to a full-time position in the future.   

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 are based on, but not identical to, the United Nations common salary system. The salary for this role is situated at the “C3” grade. A tax-free pension scheme is available, to which both the employee and ICES contribute.  

The ICES Staff Rules set out the conditions and principles of employment and the responsibilities of the Secretariat staff. 

ICES encourages a positive workplace culture by striving for inclusivity and diversity appointment of its staff. This includes family-friendly policies, flexible working arrangements and standards of conduct. We especially encourage members of traditionally underrepresented communities to apply, including women, people from ICES Member Countries which are underrepresented in the Secretariat, and people with disabilities.  

This position is open only to candidates who already have the right to reside and work in Denmark.  

Applications 

If you feel you have the professional and personal qualities and potential we are looking for, please submit your application by clicking APPLY NOW above no later than Friday 14 November 2025 (23:59 CET).   

Interviews with selected candidates will be held in the week starting 24 November. Questions about this vacancy may be directed to HR Officer Cheryl Johansson.