Administrative staff for

2 weeks ago

København S, Copenhagen, Denmark ICARS Full time
Administrative staff for ICARS

ICARS is looking for two administrative staff with interest in international cooperation


Are you a skilled Office Administrator or Administrative Assistant with interest and experience in working in an international organisation targeted at mitigating antimicrobial resistance globally? Would you like to help support effective administration practices in this type of an environment? Then you may be one of our new administrative staff.

Join a young and vibrant initiative pioneering mitigation of antimicrobial resistance in low- and middle-income countries (LMICs).

ICARS is looking for two new employees to support our work in developing research projects in LMICs and the further development of ICARS as an international organization and workplace.

About ICARS


The International Centre for Antimicrobial Resistance Solutions (ICARS) is a young organization with a mission to develop evidence-based solutions to mitigate antimicrobial resistance (AMR) in low- and middle-income countries (LMICs).

Working in partnership with LMICs, ICARS uses intervention and implementation research to support the countries in implementing their AMR National Action Plans.

Our growing team is composed of enthusiastic international pioneers that believe in ICARS' mission and are highly motivated to ensure its success.

Please visit for more information.

About the positions


The position of Office Administrator is based within the Resources & Compliance unit which is a staff function under the Executive Director.

The unit supports the entire organisation by ensuring a solid legal framework and supporting policies as well as facilitating a pleasant, safe and inclusive working environment, This position entails general office administration and procurement including being the focal point for IT support from Statens IT.

You will be the first face people see when entering the physical ICARS office and the first point of contact for new staff when starting to work at ICARS.


Your main tasks will include:

  • Supporting travel arrangements and settling of travel accounts for ICARS Staff, external consultants and participants in ICARS meetings/workshops
  • Organising ICARS meetings and events
  • Supporting calendar management, planning and other tasks upon request for the three members of the Executive Management
  • Being the superuser in the electronic archiving system, Public360, and the time registration, Mtime (training will be provided if limited knowledge)
  • Supporting the administrative tasks in relation to hiring new staff and onboarding
  • Being the focal point for all communication with Statens IT as well as Statens Serum Institute not least regarding facility management and the canteen.
  • Procuring office supplies, coffee/tea supplies, furniture, IT equipment etc.
  • Ensure that the common areas are neat and welcoming including emptying of dishwater and arranging kitchenette and refrigerator
  • Cleaning of the coffee machines, and water boilers as necessary
  • A broad variety of administrative and practical tasks with a strong requirement to be proactive
The position of Administrative Assistant is to predominantly support the work in the Science Team. This team works on the co-development and implementation of different projects in low-and-middle income countries on AMR mitigation.

The position entails administrative support for staff members, the Team Lead and Science Director including project related administration and meeting support.


Your main tasks will include:

  • Supporting travel arrangements and settling of travel accounts for ICARS Staff, external consultants and participants in ICARS meetings/workshops
  • Liaising with the ICARS Technical Advisory Forum members to streamline meetings and payment requirements for TAF members
  • Supporting the administration of grant agreements, MOUs and consultancy contracts if requested
  • Supporting the archiving of communication and documents according the ICARS Public 360 structure
  • Assisting with assuring compliance with regulations, standards and requirements associated with budgeting, financial reporting, grants and project administration
  • Support in organising of external meetings, workshops and events (including the necessary logistical arrangements for room rental, catering etc.)
Your background, professional and personal qualifications

We are looking for experienced administrative staff who are interested in working in an international environment and in a new international organisation.

The tasks will be diverse and will evolve as the organisation continues to develop. It will be considered an advantage, if you have experience in other international working environments.

Professional skills

  • Minimum 7 years of experience in administrative positions in public institutions or international organisations
  • Experience with systems like Indfak2, Public360, Mtime and RejsUd etc. are considered desirable
  • Strong archiving and knowledge management skills
  • High proficiency in Microsoft Office (especially Excel)
  • Proficiency in Danish and English (English is our working language but you will also cooperate with certain Danish institutions)
  • For the position in Resources & Compliance you should be "tech savvy" as this is the internal IT support function and connection with Statens IT
Personal qualifications

  • Team player and ready to learn and take on new tasks
  • Comfortable and interested to work in a multinational, multicultural and multilingual environment
- "People-person" and "problem-solver"

  • Evidence of ability to multitask and manage a fluctuating and at times heavy workload
  • Serviceminded, responsible and patient
  • Flexible
  • Ability to work independently
  • Attention to detail
  • Willingness to undertake a wide variety of big and small administrative and practical tasks
Terms of employment

Depending on your educational background and level of experience, salary and appointment terms will be based on the collective agreement between the organizational agreement between The Danish Finance Ministry and the Organisation for Salaried Employees HK/Stat (Organisationsaftale for kontorfunktionærer, laboranter og it-medarbejdere (HK)), according to chapter 3 in the agreement, and the collective agreement between The Danish Finance Ministry and the Organisation of Public Employees (OAO-S-Fællesoverenskomsten).

The position as Office Administrator is a full-time and permanent position.

The position as Administrative Assistant is a full-time position for one year.

Both positions are based in Copenhagen, Denmark.

Further information

For further information about the positions please contact Head of Resources & Compliance, Morten Brandt-Pedersen.

Application and recruitment process


Press "apply for the position" and submit your CV along with a cover letter outlining your suitability for the role and motivation for applying.

Please indicate in your application if you are primarily interested in one of the two positions.

We expect to conduct interviews in July 2024.

We are committed to cultivating a fair and healthy environment, where everyone can be themselves and thrive. We are happy to discuss flexible working options for all roles. We work to ensure that our recruitment processes are as inclusive as possible to everyone. This includes making adjustments for people who have a disability or long-term condition

Please note in your application that you found the job at Jobindex

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