HPAS Coordinator and IFHS Secretariat

Job Description

Remuneration

Salary from £32k, offered on a pro-rata basis (19hr per week – 50% of full time 37.5h), plus 28 days holiday plus pension.

Job Status

Part-time based upon a 19-hour working week. Flexible hours and working supported. One year contract with possibility of extension.

Job location

This is a home-based role with occasional travel for meetings and events.

Reports to

THS:UKI Operations and Engagement Manager

Purpose

This key role is to provide the Secretariat for the International Federation of Hydrographic Societies (IFHS) Hydrographic Professional Accreditation Scheme (HPAS) along with the Secretariat for the Executive Committee of the IFHS. This will involve providing administrative support to the national societies of the IFHS along with coordination support to the IFHS membership, stakeholders and assisting with general communications.

Responsibilities and Duties

HPAS Coordinator:

• Lead coordination of the Hydrographic Professional Accreditation Scheme (HPAS), processing all applications and fees, ensuring agreed processes are followed by all parties.
• Support the HPAS Assessment Panel with all documentation and at meetings.
• Under the guidance of IFHS Honorary Treasurer, support the administration of IFHS financial accounts and interface with accountants, solicitors, insurers and provide required stakeholder information under the direction of the executive and management team.
• Triage and routing of HPAS communications and correspondence.
• Administration of HPAS financial accounts under the guidance of the Operations & Engagement Manager.
• Process related decision-making authority relevant to the position to support the delivery of HPAS, including deployment of resourcing within delegated limits, or if beyond  that to make recommendations to senior management with regards to expenditure.
• Preparation of regular reports on the operation of HPAS and operational, financial, and corporate and compliance reporting.
• There is no direct responsibility for line-management however there may be occasional requirements to induct or supervise temporary staff or interns.

IFHS Secretariat:

• Management, triage and routing of IFHS general communications and enquiries, liaising with the executive/management team where appropriate.
• Provide Administrative support to the IFHS Executive Committee and to IFHS member societies upon request from the IFHS Executive Committee.
• Maintaining archives associated with the operation of the IFHS and the Hydrographic industry.
• Provide Secretariat for all IFHS board meetings, Annual and Extraordinary Annual Meetings, including maintaining progress and agreed action monitoring.
• Under the guidance of the IFHS Executive Committee, support the delivery of IFHS conferences and associated events.
• Administration of IFHS travel, accommodation, and expenses.
• Under the guidance of the IFHS Executive Committee, assist with the proper administration of IFHS as both a company and a charity.
• Under the guidance of the IFHS Honorary Treasurer, assist with appropriate financial stewardship of IFHS accounts and related activities.
• Handling of other administrative tasks including but not limited to; meeting room and event location set up, organising conference calls, formatting documents, administrative tasks, organisation and co-ordination of IFHS and national society meetings.
• Perform a wide range of administrative and general support duties for IFHS and IFHS National Societies with specific tasking.
• Provide progress updates and accountability on project milestones and ongoing work.
• Collation of meeting papers, coordinating content from internal and external contributors.
• Responsibility for official output including all products and written reports including quality control, proofing, and approval.
• Preparation of monthly management report with focus on agreed KPI ‘s which reflect organisational and individual performance and objectives.
• Ensure that all work is undertaken in a safe manner and in-line with relevant corporate policies, procedures, and applicable law.

Communications and Working Relationships:

• Build and maintain relationships with internal and external stakeholders:
  • Internal – IFHS Board and Chair, National Society Committees and Staff
  • External – Statutory and governmental bodies, corporate and individual membership as well as key stakeholders including the International Hydrographic Office (IHO), International Maritime Organisation (IMO) and National and International Hydrographic and Marine Science community, sub-contractors and suppliers.

Diversity, inclusivity, and ethics:

• Ensuring that the organisation is compliant with legal and business ethics.
• Ensuring that the organisation is abreast of and compliant with its legal and moral obligations with regards to inclusivity and diversity, and that the organisation does not discriminate on the basis of race, age, religion, gender identity, disability or sexual orientation.

Candidate Specification

Essential:

• A good standard of education with a recognised qualification in English and Sciences.
• A professional outlook and strong communication skills.
• Strong writing and verbal communication skills, with the ability to present complex information in an accessible style. Technically proficient in Microsoft Office packages (Word, Excel, PowerPoint and Outlook).
• Experience in coordinating, planning, and assisting in running meetings with/between senior stakeholders.
• Ability to work independently with a good degree of initiative and problem-solving skills.
• Able to work to deadlines as the role requires, prioritise workloads as set by senior management and adapt to changing organisational priorities.
• Able to work with a broad range of national and international members and stakeholders.
• Experience in a customer facing role with a good customer service skills.
• Flexible in their duties and carry out any other duties commensurate with the role which fall within the general scope of the job, as requested by the THS:UKI Operations & Engagement Manager or THS:UKI / IFHS senior management.

Desirable:

• Experience in digital content management (website, social media).
• Experience of working within the Charity or not-for-profit sector is desirable.
• Educated to degree level or equivalent professional qualification.
• Experience in a scientific related discipline, preferably in the hydrographic / marine / other relevant sector.

To Apply

Please send you CV and covering letter to ceo@ths-uki.org