Vacant position:
Administrative Coordinator

60-80%

27.03.2023
 
Application and CV with references are to be delivered digitally to christine [at] bergenassembly.no.
Application deadline: 17. April 2023


Bergen Assembly is looking for an administrative coordinator in a 60-80% position with entry as soon as possible. The administration coordinator will have a very central place in our core team up to and during Bergen Assembly's fifth edition in 2025.

The administration coordinator works closely with and assists the director in organizational work and operations. The administration coordinator structures, organizes and maintains information flow, and develops and maintains internal routines for timelines and budgets in close collaboration with the director. The position involves responsibility for accounting of expenses and approval of invoices, as well as supervision of the organisation's software, digital archive and our physical archive in the office premises.

The administration coordinator organizes and has his permanent workplace in Bergen Assembly's new premises at street level in Halfdan Kjerulfs gate 4, with three fixed working days per week. The position involves close collaboration with the director and core team, as well as artists, theorists, curators and other cultural practitioners and institutions. Bergen Assembly has a small core team, and all employees contribute to varied and project-oriented tasks, for example related to events, openings and artist visits.

The administrative coordinator must be resident in Bergen and must have excellent writing and speaking skills in both Norwegian and English. The administration coordinator must be able to communicate effortlessly both orally and in writing in both languages.


MAIN RESPONSIBILITIES INCLUDE
• assist the director with operations and organizational work
• approve invoices and post expenses in the accounting system
• coordinate payroll processing with the accountant
• organize office, archive and warehouse and calendar
• be the point of contact for collaboration partners and artists in organizational matters
• follow up and update the overall project budget and project timeline in collaboration with project coordinators and contributors
• maintain routines for operating expenses and operating accounts, as well as finalize annual accounts
• update and update operating and project budgets
• superior HR and HSE work, annual internal control


TASKS INCLUDE
• handling invoices and expenses for artists, board members and contributors
• collect salary basis monthly
• booking travel and accommodation
• maintenance of contact lists
• follow-up of the pension agreement and personnel insurance
• managing email and dropbox accounts, as well as other digital tools and archives
• administrative work around publications
• archiving of photo and video documentation
• work with applications, reporting and annual accounts
• assist the director with preparation for meetings and with case papers


QUALIFICATIONS
Relevant education at university level or work experience will be emphasized, good applicants with other experience will also be considered. Individual suitability is emphasized.

• excellent planning and communication skills, ability to manage various online and offline sharing platforms
• demonstrable skills in the use of the Microsoft Office suite
• experience with budget management
• excellent communication skills, written and spoken, in Norwegian and English
• detail-oriented way of working
• calm during hectic work periods
• demonstrated ability to work as part of a team as well as on own initiative
• proven ability to meet tight deadlines
• commitment to equality and diversity

The position will occasionally require weekend and evening work.

Bergen Assembly offers an exciting and challenging position in a creative and international working environment. We are concerned with diversity, and encourage all qualified candidates to apply regardless of age, gender and cultural background.

—Application and CV with references are delivered digitally to christine [at] bergenassembly.no

—Application deadline: 17th of April 2023.

— Interviews are held at the end of April 2023.

—Potential second-time interviews are held by appointment.

—Employment start date: as soon as possible.

—Contact Christine Olsen, christine [at] bergenassembly.no / +47 928 40 590 for any questions