Administrative Assistant (Roster)

TECHNICAL COOPERATION AND IMPLEMENTATION DIVISION

Classification Grade G5

Admin Number ADMIN/25/17

Post Number 999999

Date of Issue 18/02/2025

Deadline for Applications 11/03/2025

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

Salary

Approximately £36,143 net per annum, (subject to deductions), free of income tax in the UK. Excellent benefits including medical insurance and UN pension scheme.

Purpose of the Post

Under the overall supervision of the Project Manager, the incumbent will provide administration support for specific project team within the Technical Cooperation and Implementation Division.

Main Duties and Responsibilities

1. Coordinate participation of participants in project workshops and seminars including sending and receiving invitations and track countries nominations and reviewing and monitoring participant information and securing letters of invitation from the host country.

2. Organise the logistics for international conferences, training workshops and seminars including venue requirements with the host country administration, hotel arrangements for all 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 circulate to all participants.

4. Assist in maintaining updated information on the project website, including if requested drafting short newsfeeds.

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 prepare reports on participation and feedback questionnaires, and coordinate information sharing with IMO’s various Divisions, as need be.

7. 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 UNDSS security clearance. Monitor travel and coordinate all internal requirements (Travel authorisations, 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, reports and IMO documents.

10. Maintain lists of focal contact points for the Project and update documents/reports on the project database and information systems, and keep them correctly archived.

11. Assist in the recruitment and support to consultants, and liaise with relevant sections of the Organization in this respect.

12. Assist in drafting and formatting of minutes and reports of meetings 13. 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.

14. Provide other administrative support to the Project Coordination Unit as required.

Required Competencies

1. Strong organisational capabilities with an ability to handle multiple tasks at once.

2. Well-developed ability to present written information in a clear, logical and understandable manner.

3. Strong attention to details and able to produce quality work under pressure.

4. Ability to prioritise tasks and meet deadlines.

5. Ability to work independently and within a team.

6. Ability to establish and maintain effective working relationships in a cross-cultural context.

7. Strong communication skills both written and oral 8. Is reliable, has tact and discretion.

Professional Experience

Minimum of five years’ experience working in an administrative and/or coordination role is essential. Experience in drafting and/or proofreading meeting reports and minutes is essential. Experience in organising events and logistics would be an asset. Experience in supporting technical cooperation project implementation would be an asset Experience working in the United Nations Common System or an international organization would be an advantage.

Education

Secondary education to University entrance standard is essential.

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. Knowledge of SAP or other ERP software will be beneficial.