Contract Information

The IMO Projects Roster is a pool of qualified and pre-vetted individuals who have already been assessed and interviewed. The aim of the roster is to expedite the recruitment process for project vacancies. Successful candidates will be placed in the respective roster for a period of 24-months and will be approached as and when openings become available. Note – Being included on the roster does not guarantee a job offer. Those who are listed on the roster will be contacted when a suitable opportunity opens up

Salary Information

Approximately £34,655 net per annum, (subject to deductions), free of income tax in the UK. Excellent benefits including medical insurance and UN pension scheme

Purpose

Under the overall supervision of the Project Manager and direct supervision of the Project Technical Analyst, the incumbent will provide project administrative support. The IMO Projects Roster is a pool of qualified and pre-vetted individuals who have already been assessed and interviewed. The aim of the roster is to expedite the recruitment process for project vacancies. Successful candidates will be placed in the respective roster for a period of 24-months and will be approached as and when openings become available. Note – Being included on the roster does not guarantee a job offer. Those who are listed on the roster will be contacted when a suitable opportunity opens up

Duties and Responsibilities

Under instructions of the Project Manager and the Project Technical Analyst, the Administrative Assistant will:1. Coordinate participation in project workshops and seminars, including but not limited to:• sending and confirming invitation, and tracking countries nominations, • reviewing and controlling participant information and securing letters of invitation from the host country.2. Organize the logistics for international conferences, training workshops and seminars organised by the project, including venue requirements with the host country administration, hotel arrangements for participants, defining hospitality requirements and arrangements, and preparing meeting materials and registration of participants. 3. In coordination with host countries, prepare information materials for all workshops and seminars organised by the Project, including drafting an Aide-Memoire and circulating to all participants. 4. Assist in maintaining updated information on the project website, including if requested drafting short news-feeds. 5. Assist in monitoring and tracking all project outputs, in accordance with established procedures and the Monitoring and Evaluation Plan of the Project.6. Collate information of activities organised by the Project funded by the ITCP/other co-financing, prepare reports on participation and feedback questionnaires, and coordinate information sharing with IMO’s other Divisions.7. Organize and coordinate travel for Project staff, other IMO officers, consultants, participants in project events and workshops and other key project stakeholders. Ensure that all travel administrative arrangements are in place, including visas, insurance and UNDSS security clearance. Monitor travel and coordinate all internal requirements (Travel authorizations, SharePoint mission requests, etc.) with IMO’s Travel Unit using SAP.8. Initiate and draft routine correspondence in English, with minimal instruction, on behalf of the Project Officers as necessary. 9. Proofread and, when required, edit texts and materials prepared for project publications, raising awareness with products, reports and IMO documents.10. Maintain lists of key contacts for the project and create and update documents and reports on the database and information systems, and accurately achieve them.11. Assist in the recruitment and support of consultants and liaise with relevant sections of the Organization in this respect.12. Assist in drafting minutes and reports of meetings.13. Coordinate meetings at IMO Headquarters or virtual meetings (via Teams or Zoom), as appropriate and ensuring internal logistical processes are followed for the effective preparation of the meeting.14. Provide other administrative support to the Project Coordination Unit as required

Required Competencies

Thoroughness and attention to detail.Proven ability to prioritize, plan and organize work independently and with a high level of accuracy.Proven ability to support project planning, administration and implementation.Proven financial and administrative support skills.Ability to exercise good judgement, tact and discretion.Ability to work collaboratively in a multicultural environment and to establish working relationships with internal and external stakeholders, at all levels.Flexible and adaptable to changing priorities in a fast-paced environment, often at short notice.Resourceful and able to identify practical solutions to identified issues/challenges

Experience

Minimum of five years’ relevant experience in an administrative support position is essential. Experience in events organisation, administration and implementation of projects and/or capacity-building activities would be an asset

Education

Secondary education to University entrance standard is essential

Language Skills

Proficiency in English (oral and written) and ability to draft clearly and concisely are essential. Knowledge of any other official UN languages would be an asset

Others

Proficiency in MS Office applications is essential.Experience working with ERP systems e.g. SAP would be an asset