Administrative Assistant (Roster)

Purpose for the Post

Under the overall supervision of the relevant Line Manager, the incumbent will provide administration support for an assigned team, depending on the needs of the Technical Cooperation and Implementation Division.

The purpose of TCID's Administrative Assistant Roster is to create a pool of professionals whose qualifications, experience, and availability align with business needs, enabling the Organization to efficiently fill fixed-term administrative positions as opportunities arise. Please note that inclusion on the TCID Administrative Assistant Roster does not constitute an offer of employment.

Main Duties and Responsibilities

• In coordination with TCID project coordination teams, provide agile project coordination support, a ssisting in the monitoring and tracking of outputs, in accordance with the project or activity plan and established procedures.
• Support, in liaison with host countries, the drafting and circulation of invitations, information materials for international conferences, workshops, seminars and other events organised by IMO
• Assist with the logistical aspects behind the organization of international conferences, workshops, seminars and other events including confirming venue requirements with the host country administration, defining hospitality requirements and arrangements, and preparing relevant information materials
• Collate information on activities organised as part of the project or programme, prepare reports on participation and feedback questionnaires, and coordinate information sharing with IMO’s various Divisions, as may be require.
• Organise and coordinate travel for both internal and external stakeholders including, project staff, IMO officers, consultants and participants in project events and workshops. Ensure that all travel administrative arrangements are in place, including visas, insurance and security clearance. Monitor travel and coordinate all internal requirements (Travel authorisations, SharePoint mission requests, etc.) with IMO’s Travel Unit using SAP.
• Assist in the recruitment and support to consultants and liaise with relevant sections of the Organization in this respect, as required. Assist requests for the creation of consultancy contracts following IMO policies and processes.
• Support the preparation of detailed budget breakdown taking into consideration all relevant aspects of the international conferences, workshops, seminars and other events.
• Assist in the review and reconciliation of quarterly financial reports, and associated documents.
• Support the preparation of reports for IMO Finance and Budget Services and the monitoring of IMO’s Enterprise Resource Planning system (SAP) processing, and the verification of financial transactions and their accurate recording.
• Develop programme/project awareness-raising materials in coordination with IMO's public information services, maintaining updated information on the programme/project website and the development of communication materials.
• Draft routine correspondence in English, with minimal instruction, including the drafting and formatting of minutes and reports of meetings. Proofread and, when required, make edits as appropriate to texts and materials prepared for publications, reports and IMO documents.
• Maintain lists of focal contact points relevant to the work of the assigned team, update documents/reports on relevant databases and information systems and keep them correctly archived
• Coordinate meetings at IMO Headquarters or virtual meetings (via Teams or Zoom), as appropriate, ensuring internal logistical processes are followed for the effective preparation of the meeting.
• Provide other administrative support to the Line Manager as required.

Professional Experience

Minimum of five years’ experience working in an administrative and/or coordination role is essential. Experience in drafting, proofreading and formatting meeting minutes, reports and other texts is essential. Experience in organising events and logistic planning would be an asset. Experience in supporting technical cooperation projects and/or capacity development activities would be an asset. Experience working in the United Nations Common System or an international organization would be an asset.

Education

Secondary education or equivalent to University entrance standard is essential. *two years of experience working in an administrative and/or coordination role may be substituted by a relevant university degree.

Language Skills

Proficiency in English, both written and oral, is essential. Working knowledge of other official languages of the United Nations will be an asset.

Other Skills

Strong understanding and proficiency in MS Office Suite applications, including Excel is essential. Knowledge of SAP or other ERP software would be an asset.

Required Competencies

• Strong organisational skills with an ability to effectively prioritise and handle multiple tasks at once.
• Proven administrative and financial support skills Well-developed ability to present written information in a clear, logical and understandable manner.
• Strong attention to details and able to produce quality work under pressure.
• Ability to prioritise tasks and meet deadlines.
• Ability to work independently and within a team.
• Ability to establish and maintain effective working relationships in a cross-cultural context.

Strong communication skills both written and oral

• Demonstrated reliability, tact and discretion.

Contract Information

The first year of contract will be probationary with the possibility of further extension subject to satisfactory performance. This post is limited to local status* only. *Local status requires applicants to have unhindered permission to live and work in the UK.

IMO currently follows a hybrid working arrangement whereby staff are ordinarily required to work from the office three days per week and remotely for two days. However, operational demands may require increased office attendance, including full-time office-based working during specific periods.

Salary Information

Approximately £43,490 net per annum, (subject to deductions), free of income tax in the UK. Excellent benefits including medical insurance and UN pension scheme.