How to apply for a position within the Secretariat ‘17

Send us your application by e-mail to info@dhyouth.org.

Your application should consist of:
– Your full name
– Contact information (e-mail and telephone number)
– CV
– Application letter stating which position you would like to hold in the secretariat and why you should be considered for this position. Also state a second alternative position within the secretariat you could consider apply for if your first choice already is filled. 

We need your full application at the latest 10th January 2017. 

 

Each position within the secretariat holds office for one year from the 15th of January each year. Each officer of the secretariat is expected, at times, to be flexible in order to meet the demands of their respective tasks, and to aid each other throughout their time in office. 

1. The Executive Director

The Executive Director (ED) is the general manager of the annual programme, and together with the Vice Director leads the secretariat and is ultimately responsible for the execution and success of the training, programme and the DHY economy.

The Executive Director should:

- Recruit and select the officers to the secretariat
– Convene the secretariat and lead meetings
– Distribute the working tasks within the secretariat
– Be accessible and assist the officers of the secretariat
– Chair the DHY Programme Committee
– Coordinate the cooperation between the secretariat and partner organisations
– Nurture the relations with the partner organisation
– Contact with the individual members of the Board of Advisors
– Lead and moderate the training programme in cooperation with the Vice Director and Programme Officer
– Supervise and plan the project’s economy and budget in cooperation with the treasurer
– Continuously report on this work to the secretariat 

 

2. The Vice Director

Second only to the Executive Director in the chain of command, the Vice Director (VD) shares the ultimate responsibility with the Executive Director for the execution and success of the training, programme and DHY economy. The Vice Director is to assist the Executive Director and fill in whenever the Executive is absent or unable to fulfil his/her responsibilities. The Executive Director and Vice-Director share the responsibilities stated in the description of the Executive’s tasks above.

 

3. The Treasury Officer

The Treasury Officer (TO), or treasurer, is together with the ED and VD, responsible for finding the means to finance the budget of the annual programme. He/she is also responsible for the management of the programme’s economy and the supervision of its budget.

The Treasury Officer is responsible for:

– Search for funding opportunities, such as scholarships and grants from e.g. the Swedish government (SIDA, UD), the EU (Erasmus+), NGOs and other funds (Folke Bernadotteakademin  i.a.)
– Apply for opportunities available, within the timeframes of the stated deadlines and to provide them with the required forms and documents
– Manage and supervise the project’s payments, income and expenditure
– Conduct general cash and debt management
– Gather and write the required information prior and after the event
– Continuously report on this work to the secretariat

 

4. The Liaison Officer

The Liaison officer’s (LO) main task is to manage the secretariat’s contact with the participants and their respective organisations (if not only and individual) as well as to take care of the participants once they arrive in Uppsala. This work shall be done in close cooperation with the Coordination Officer, Social Event Officer, Marketing and Media Officer. He /she can expect to work with the Coordination and Social Events Officers. The Liaison Officer is the main contact point between participants and the secretariat. 

Some of the Liaison Officer’s responsibilities are to: 

– Reach out to networks and organisations and have them select their participants
– Inform the secretariat on the chosen participants
– Aid the participants in their journey to Sweden, and confirm that they have filled in all the  required forms and documents
– Assist the Coordination Officer in securing accommodation for the participant, and other logistics
– Assist and orient the participants once they have arrived and throughout the event
– Assist the Social Events Officer with the arrangement of entertainment
– Continuously report on this work to the secretariat

 

5. The Programme Officer

The Programme officer (PO) is responsible for preparing and moderating the training programme before and during the event, in close cooperation with the directorate. It is the task of the Programme Officer to guide the participants during the event. The Programme Officer will also work in close cooperation with the Research Officers, as it is the task of the Programme Officer to manage and optimise the activities and procedures of the training, in order to ease the work of the Research Officers.

The Programme Officer is responsible for: 

– Organise the schedule of the 5 day training programme
– Arrange the format of the training programme
– Optimise the activities and procedures of the training programme
– Moderate and assist the participants during the training programme
– Continuously report on this work to the secretariat

 

6. The Coordination Officer

The Coordination officer (CO) is responsible for the logistics and hosting of the social events of the project. This work shall be done in close cooperation with the Social Events Officer and Liaison Officer.

The Coordination Officer is responsible for: 

– Manage the venue hire for the events and dinners
– Find suitable catering firms and deals, manage the catering
– Direct volunteers during events
– Arrange accommodation for the participants
– Coordinating events in cooperation with partner organisations
– Book train tickets and other tickets
– Manage the Dag Hammarskjöld Day and other ceremonial events
– Continuously report on this work to the secretariat

 

7. The Social Events Officer

The Social Events officer (SEO) is responsible for the planning and hosting of the social events of the project. This work shall be done in close cooperation with the Coordination and Liaison Officers. 

The Social Events Officer is responsible for: 

– Arrange the entertainment for the various evenings
– Arrange the Dag Hammarskjöld Gasque at Uplands Nation
– Continuously report on this work to the secretariat

 

8. The Marketing and Media Officer

The Marketing and Media officer (MMO) is the one responsible for outreach and publicity and also acts as Webmaster, managing the Website. This work shall be done in close cooperation with the Funding and Liaison Officers. 

The Marketing and Media Officer will:

- Contact various media and making sure the event has media coverage
– Manage the website
– Manage social media such as Facebook, Twitter and the webpage
– Make the design and creation of posters and other material for further marketing
– Assist the Treasury Officer in finding the means to market the project’s sponsors
– Channel inquiries made through social media and the web to the secretariat
– Organise a camera team to document the activities of the annual programme
– Continuously report on this work to the secretariat

 

9. The Research Officer 

The Research Officer (RO) is responsible for the material and creation of the toolbox and the Database research documents. Prior to the event the Research Officer shall together with the Programme Officer arrange the format and activities of the training programme, so that the information coming from those activities are documented in the best way possible in order to ease the processing of information after the event. The Research Officer shall also work closely with the Project Secretary.

The Research Officer should:

- Create means for the participants to easily document their findings and results
– Explain to the participants in what way this shall be done
– Assist the Programme Officer during the training programme
– Process the documented information after the training
– Present the final version of the Toolbox and Database to the secretariat
– Continuously report on this work to the secretariat

 

10. The Alumni Officer 

The Alumni Officer (AO) is responsible for keeping the alumni network active and to be the link between the secretariat and the alumni’s. This work shall be done in close cooperation with the Marketing and Media officer.

The Alumni Officer will:
- Be the contact person to the alumni’s of the DHY Scholar Network
– Arrange one or two events per year when the alumni’s get the chance to meet
– Update the alumni’s on the continuous work of the secretariat
– Facilitate discussions within the alumni network 

 

11. Project Secretary

The Project Secretary (PS) is responsible for the quality of produced literature and documentsby the Secretariat, to proofread these and make sure they hold the correct format and are properly archived. He/she shall also assist the Directorate at meetings with the secretariat or external actors, as well as to assits the Programme and Research Officers during and after the training. 

The Project Secretary will:
- Keep minutes at each Secretariat meeting and other meetings
– Have the minutes corrected and sent to the directorate prior to and after each meeting
– Proofread documents
– Maintain the archiving of produced documents
– Continuously report on this work to the secretariat