Secretary/Administrative Assistant – IMO careers

Contract Information

The type of contract will be fixed term for 1 year with the possibility of further extension subject to satisfactory performance and availability of project funds

Salary Information

Approximately 30,631 Euros net per annum, (subject to deductions), free of income tax

Purpose

Under the direct supervision of the Head of Office, Regional Marine Pollution Emergency Response Centre for the Mediterranean Sea (REMPEC), the incumbent will be expected to independently perform a wide range of varied and cross-functional administrative and secretarial duties in support of the Head and the REMEPC officers, as set out belowThe post is limited to local status* only. *Local status requires applicants to have unhindered permission to reside and work in Malta (valid residence and work permits)

Duties and Responsibilities

General Administration and Office ManagementProactively assisting the Head of Office (HoO) in day to day running of the officeScreening calls, general mailboxes and administering the Office shared calendar and travel plannerReceiving guests and arranging meetings and events at the Office Independent drafting of correspondence, internal memoranda and circulars and hands-on assistance with editing, proofreading and formatting of documentationProcessing and/or coordinating logistics and travel arrangements for the Centre Assist in planning and implementing specialised delegated tasks effectively ensuring timeliness and adherence to established policies, procedures or practicesTake meeting minutes, as and when requiredMaintaining and ensuring regular updating of Centre’s filing systems, REMPEC’s Country Profiles, databases of partners and Focal PointsAssisting in planning of efficient use of office space and identifying technology and equipment needs, including hardware and software requirementsMonitoring payments and ensuring payment of contractors’ invoices Assist in the upkeeping of REMPEC’s social media platforms and website Any other duties as required and assigned from time to time Quality AssuranceAssist and ensure maximum efficiency in the overall aspects of the roleAssist in reaching the set goals and standards established by the OfficeAssist in establishing policies and procedures to ensure the highest levels of quality assurance are used both internally and externallyApply regulatory principles in the best interest of the OfficeDevelop skills in the related fields, including self-education and research and to improve operations in general to make a positive differenceContract AdministrationAssist in monitoring deadlines for commitments, contracts, activities and memoranda and flag issues as appropriate.Assist in the management, updating and the day-to-day administration of contracts between the UN and external contractors for outsourced services.Reviewing invoices from consultants/companies for consultancy services against contract, for clearance by the relevant officer.Conference and Events Coordination and ManagementAssist in overseeing of all logistical arrangements and ensuring timely organization of participants’ travel to meetings hosted by REMPEC and other workshops/training activities implemented by the Centre.Provide Secretariat support services to meetings and workshops by typing and distributing minutes/reports as required;Liaise extensively with country focal points, project partners and IMO with regards to logistical arrangements liaise closely with REMPEC staff ensuring efficient organization and running of events (workshops, training, meetings)

Required Competencies

Ability to work on own initiative and is self driven. Ability to prioritise and manage multiple tasks efficiently and has attention to detail.Good verbal and written communication skills and ability to interact positively with colleagues and stakeholders.Proficiency in using office software and knowledge of database managementCommitment to ongoing professional development and learning new skills The post is limited to local status* only. *Local status requires applicants to have unhindered permission to live and work in Malta

Experience

At least five years’ experience in administrative or secretarial role.Experience working in an international multi-cultural setting would be considered an asset. Experience in the implementation of capacity building activities or in project support, as well as experience working at a United Nations or another international organisation, would be an asset

Education

Secondary level of education or equivalent to university entrance standard (MQF Level 3). Formal administrative/secretarial training would be considered an asset

Language Skills

Proficiency in oral and written English is required. Knowledge of French or another official United Nations language, relevant to the region is an advantage

Others

Practical experience in events planning and preparation of reports is desirable