Vacancy: Management Assistant and Program Support Officer (0.8 FTE)

Do you want to work in a dynamic, vibrant, and international environment? Are you an energetic personality who sets priorities with ease, can juggle multiple and diverse responsibilities, and enjoys communicating with colleagues, international fellows, and external contacts? Then please continue reading!

Along with the other management assistant you will coordinate the duties of the IIAS secretariat, and work closely with the MT to oversee the daily ins and outs within the IIAS. You are also responsible for the organisational and administrative support of, among others, the international IIAS Fellowships Programme and the River Cities Network. You work closely with the coordinators of these programmes.

As the institute’s ‘hub’, you know where to refer colleagues, fellows, and external contacts, or you offer them directly the best service.

Organisational sensitivity is important. You pick up signals in a professional manner and deal with them proactively. IIAS is a collegial working place in which you can actively contribute your ideas to help optimise processes and the institute’s overall organisation.

So, are you flexible? Do you master administrative systems quickly, and do you like working in an inspiring, international environment? Apply then as a Management Assistant and Programme Support Officer at our institute, the International Institute for Asian Studies.

Your activities include:

• Coordinating and executing secretarial activities
• Organisational and administrative support for, among other programmes, the IIAS Fellowships Programme and the River Cities Network
• Being a contact person for internal and external relations
• Making travel arrangements and preparing visa applications
• Organisational support for workshops and meetings
• Planning meetings, drawing up agendas, collecting meeting documents, taking minutes/drawing up lists of action items and monitoring the progress of action items
• Actively contributing to the improvement of the institute’s administrative organisation and internal control measures

Your profile:

• At least an HBO (Higher Vocational Training) working and thinking level
• Relevant work experience
• You have an affinity with Asia/Asian studies
• You have excellent intercultural communication skills in both Dutch and English
• You have a flexible working attitude where you can quickly switch within a dynamic working environment
• You think critically about the tasks you implement
• You take initiatives and have a proactive and cooperative working attitude
• You have good planning, organising and coordinating skills. You know how to keep things structured and tidy in a fast-moving dynamic environment.
• You have excellent computer skills including Microsoft Office package, and are open to learning new programmes, e.g. in the field of online collaboration/meetings/presentations

Our organisation

The International Institute for Asian Studies (IIAS) is a global humanities and social sciences research institute and knowledge exchange platform based in Leiden, The Netherlands. IIAS aims to contribute to a better, more integrated understanding of contemporary Asian realities and pioneers new approaches to ‘Asian Studies’ in a changing global context. It does this through a wide range of activities in research, teaching, publishing, dissemination, network development, institutional support, and services to the community beyond academia.

IIAS especially initiates, promotes and disseminates interdisciplinary, trans-sectoral research and analysis on Asia that is produced in collaboration with Asian and other international partners. In so doing, the Institute seeks to contribute to culturally and socially informed, policy-relevant knowledge on/in/with Asia and its place in the world.

IIAS (co-)organises conferences and other events throughout the year, including the International Convention of Asia Scholars (ICAS), the largest global forum for scholarly and civil society exchange on Asia. The Institute hosts a large number of visiting researchers each year. It runs a book publishing programme and publishes a periodical on Asian Studies (‘The Newsletter’) thrice a year with contributions from scholars and other experts around the world. More information: www.iias.asia/about

Terms and conditions

We offer a position for initially twelve months, with an extension dependent on work assessment and further developments. The appointment is in line with the collective employment agreement of Dutch universities. Salary range from €2818.- to €3764.- gross per month (pay scale 8).

Leiden University offers an attractive benefits package with additional holiday (8%) and end-of-year bonuses(8.3 %), training and career development and sabbatical leave. Our individual choices model gives you some freedom to assemble your own set of terms and conditions. More at https://www.universiteitleiden.nl/en/working-at/job-application-procedure-and-employment-conditions.

Applicants should have a valid residence and work permit for the Netherlands.

Diversity and inclusion

Fostering an inclusive community is a central element of the values and vision of Leiden University. Leiden University is committed to becoming an inclusive community which enables all students and staff to feel valued and respected and to develop their full potential. Diversity in experiences and perspectives enriches our teaching and strengthens our research. High quality teaching and research is inclusive.

Information

For enquiries, please contact Ms Martina van den Haak, IIAS Manager at m.c.van.den.haak@iias.nl

Applications

Please submit online your application no later than 12 March 2023 via the blue button in our application system.

Applicants should submit online a letter of interest accompanied by a CV.

Vacancy text in Dutch