The International Council for Traditions of Music and Dance (ICTMD) is currently seeking candidates for two part-time permanent positions. ICTMD is an international community and welcomes applications from people of all backgrounds, regions and career stages. Membership in ICTMD is not required to apply. 

Postings: 

1. Operations Manager

2. Administrative Assistant

Send a professional resume or short CV (max 3 pages) and a one-page cover letter to the Secretary General (Marcia Ostashewski) at careers@ictmd.org by October 15, 2026. Name the role you are applying for in the subject line. You may apply for both roles; if you do, indicate which you prefer. The expected start date is November 1st 2026.

Operations Manager

• Hours: Part-time, about 20 hours per week, year-round
• Reports to: Secretary General
• Pay: Commensurate with the role, experience and fair living wages for the individual's country of residence.
• Location: Remote/online work. The organization is registered in Slovenia.
• Terms: The successful candidate must be able to operate as an independent contractor for the Council.
  • Some international travel, including to the World Conference bi-annually, will be required.
  • Maintain flexibility of hours to accommodate Board and other team meetings.
  • Hours will increase around Board meetings, and the World Conferences.

Role Description

The Operations Manager runs ICTMD's day-to-day operations and reports to the Secretary General (responsible for operationalizing the strategic direction of the organization).

The role works closely with the Administrative Assistant and the Secretary General.

Core Responsibilities

Under the direction of the Secretary General:

Membership and systems

• Maintain the membership database and online registration system.
• Answer member questions and manage member communications in line with current priorities.
• Keep organizational records complete, organized and current.

Website Communications and publications

• Maintain the website and identify areas for improvement and development.
• Coordinate the Bulletin and produce it with the editorial team.
• Support production and distribution of Traditions of Music and Dance and other publications.

World Conferences and Study Groups

• Work with each conference's Local Arrangements Committee to keep members informed about and engaged in the biennial World Conference and support the Secretary General on World Conference matters.
• Support Study Group executives with their symposia and keeping their records, files and web content in order.
• Support Executive Board members in their communication and support of Study Groups and National and Regional Representatives.

Budget

• Help with the preparation of the annual financial report and the budget for the coming year.
• Review quarterly financial reports from the Administrative Assistant and keep operational plans within budget.

Working with the Board

• Carry out Executive Board decisions that affect operations and membership.
• Support the Secretary General in regular reporting to the Executive Board on operations.
• Join Committees where their work has operational effects.
• Provide the Administrative Assistant with information and materials for Board business.

What you bring

Required

• [3+] years in operations or administration, ideally in a nonprofit, academic society or membership organization
• Experience running a membership database or CRM, and editing website content in a CMS
• Ability to work effectively in professional English, both written and spoken
• Judgment to set your own working plan once priorities are set, and to raise problems early
• Comfort working remotely with volunteers and colleagues across many time zones
• Discretion with confidential governance and financial information

Assets

• Experience with CiviCRM and Drupal and/or other CRM/CMS tools
• Experience with academic conferences, publishing and other activities
• Working knowledge of other languages used in the ICTMD community
• Familiarity with ethnomusicology, ethnochoreology or related fields

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Administrative Assistant

Hours: Part-time, averaging 15-20 hours per week, heavier around Board meetings

Reports to: Secretary General

Pay: Commensurate with the role, experience and fair living wages for the individual's country of residence.

Location: Remote/online work. The organization is registered in Slovenia.

Terms: The successful candidate must be able to operate as an independent contractor for the Council.

• Some international travel, including to the World Conference bi-annually, will be required.
• Maintain flexibility of hours to accommodate Board and other team meetings.
• Hours will increase around Board meetings, and the World Conferences.

Role and Responsibilities

The Administrative Assistant supports the Secretariat's engagement work with the Executive Board and the practical work of ICTMD's finances. The role works closely with the Operations Manager and the Secretary General.

What you will do

Administration of Council Business

Support the Board Chair and Secretary General:

• Organizing and operating the Executive Board meetings including scheduling, calling for agenda items, assembling and circulating it with meeting materials.
• Organizing and operating the General Assembly held at each World Conference.

Record and decisions

• Take minutes and record Board meeting proceedings and decisions.
• Consolidate and share Executive Board decisions with the Secretariat.
• Collect and compile reports ahead of annual meetings.
• Flag decisions that need follow-up, and coordinate with whoever acts on them.

Communicating Board business

• Share Board decisions and materials (as appropriate) with the membership.
• Post minutes and maintain Board-related pages on the website.
• Gather the governance information the Secretariat needs to carry out operations.

Finance

• Keep detailed records of ICTMD's income, expenses, and funds across currencies and payment platforms coordinating with the Operations Manager.
• Process incoming invoices and track receipts.
• Monitor project funds.
• Prepare quarterly financial reports for the Secretariat.
• Help prepare regular financial reports and send materials to the accountant.

What you bring

Required

• [2+] years in administration, office management or bookkeeping
• Accurate minute-taking and record-keeping skills
• Bookkeeping experience
• Ability to work effectively in professional English, both written and spoken
• Judgment to set your own working plan once priorities are set, and to raise problems early
• Comfort working remotely with volunteers and colleagues across many time zones
• Discretion with confidential governance and financial information

Assets

• Experience supporting a nonprofit board or academic society
• Familiarity with accounting software and online payment platforms
• Working knowledge of other languages used in the ICTMD community

How to apply

Send a professional resume or short CV (max 3 pages) and a one-page cover letter to the Secretary General (Marcia Ostashewski) at careers@ictmd.org by October 15, 2026. Name the role you are applying for in the subject line. You may apply for both roles; if you do, indicate which you prefer. The expected start date is November 1st 2026.

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