Jobs at ICES

Vacancy for Conference Coordinator (maternity cover)

We are seeking applications for a full-time maternity cover for the role of Conference Coordinator for our Secretariat in Copenhagen, Denmark.
Published: 24 February 2020

​​​​​The role will be working towards the Annual Science Conference (ASC) 2020, taking place in September in Copenhagen, and the following conference in 2021 expected to take place in the UK. The ASC is one of the main events on the ICES calendar, where scientists, researchers, students and policy makers from across the ICES community meet to share their work, develop ideas, hold meetings and reacquaint with colleagues. The conference usually attracts 700+ participants, and spans four days, along with associated shoulder meetings and events.

Tasks and responsibilities

  • Organize, coordinate and provide supporting services for the Annual Science Conference (ASC) 2020
  • This includes agreements and correspondence with conveners, reporting to the ICES Science Committee (SCICOM), promotional material, website updates, communication with conference participants and presenters, contact with VIPs and officials, maintenance of the conference app for smartphones etc.
  • Coordination and leadership of the ICES conference team
  • Coordination of the ICES travel funds for Early Career Scientists (ECS), and ECS event programme
  • Keeping track of the conference budget, and solicit funds/sponsorships externally
  • Mentorship of the conference intern
  • Preparation for the ASC 2021

Qualifications and experience

The ideal candidate is someone who is highly organized and can work well under pressure and to tight deadlines. The candidate should be able and willing to work independently, as well as having a social, gregarious nature. 

Further requirements for this position include:

  • Previous experience in event management and coordination
  • An eye for detail
  • ​Highly organized, with an ability to manage several tasks simultaneously
  • Computer literate (solid knowledge of Microsoft Office suite, SharePoint, Adobe Acrobat Pro)
  • Good English and Danish grammatical, reading, and writing language skills
  • Experience with customer service
  • Ability to work in a team, and lead a team of people from diverse national and cultural backgrounds 

​Terms of appointment

The appointment will be full-time (38 hours per week), for an eleven month contract period starting preferably in April 2020, or as soon as possible.

ICES Secretariat staff enjoys 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 roles is at the “C4" grade. ICES salaries are based on but not identical to the UN Salary system. Please note that this is a local recruitment and does not cover repatriation expenses.

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.


If you feel you have the personal and professional qualities and potential we are looking for, please submit your application (CV and cover letter) via e-mail to no later than 6 March 2020. Please mark your email and application documents “202004 Conference Coordinator (Maternity Cover)".

Questions about the position can be directed to Asli Bankaci.

​ICES is an equal opportunity employer and we encourage all qualified candidates to apply.

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Vacancy for Conference Coordinator (maternity cover)

International Council for the Exploration of the Sea (ICES) · Conseil International pour l'Exploration de la Mer (CIEM)
ICES Secretariat · H. C. Andersens Boulevard 44-46, DK 1553 Copenhagen V, Denmark · Tel: +45 3338 6700 · Fax: +45 3393 4215 ·
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