Administrative Assistant (Roster)

Purpose

IMO is seeking to engage a number of temporary employees to provide full-time operational and administrative support to several functional areas of the Organization throughout the year.

Responsibilities

1. Provide integrative and adaptive coordination support, including the day-to-day operational and contractual matters, implementation and assessment of progress of tasks.
2. Prepare and update meeting documents; correspondence, meeting files; draft reports and briefs; including the preparation of tables, graphs, spreadsheets and presentations.
3. Support IMO working/drafting groups during meetings, as required.
4. Proofread and monitor quality and uniformity of correspondence and where necessary edit all correspondence, documentation and reports to ensure an excellent standard is met, in conformity with established IMO practices.
5. Assist in the coordination of meetings and events at IMO Headquarters or virtual meetings (via Teams or Zoom), as appropriate, ensuring internal logistical processes are followed.
6. Communicate with participants; disseminate meeting information and materials in consultation with the line managers in the relevant Section. Liaise with focal points and sub‑contractors in the field, as required.
7. Assist in monitoring the execution of budget (control of procurement aspects of the various contracts) and manage all procurement aspects including the preparation and control of the budget. Produce statistical reports and statistics in Excel.
8. Prepare purchase requisitions and framework requisitions, as well as goods receipt on delivery of purchased services or goods. Process trips by coordinating travel and visa arrangements, in consultation with the line manager and internal or external stakeholders on related matters such as accommodation, security clearance, meet and greet, etc.
9. Organize databases and maintain the electronic filing system on SharePoint.
10. Maintain the diary and advise the line manager of all forthcoming meetings, commitments and appointments providing well-researched files with relevant background information.
11. Maintain and update webpages on the IMO public and intranet website.
12. Perform any other related duties within the relevant Section and cover for other administrative staff, as may be required.

Competencies

1. Solid organisational and analytical skills.
2. Ability to prioritise tasks, manage time efficiently to meet deadlines.
3. Thoroughness and meticulous attention to detail, ensuring accuracy of output.
4. Sense of initiative and capacity to work under minimal supervision.
5. Ability to adapt to a broad range of tasks and work under pressure to tight deadlines or at short notice.
6. Ability to work harmoniously, build and maintain effective working relationships with staff at all levels in a multicultural team.
7. Ability to maintain confidentiality and to deal with all situations and interactions tactfully.

Experience

At least five years' relevant experience in administrative support functions is required. A related university degree may be considered as equivalent to two years' experience. Candidates holding a related university degree should therefore normally have at least three years' relevant professional experience. Experience within an international organization would be an advantage.

Education

Secondary education or equivalent to university entrance standard. Relevant qualification or training would be an advantage.

Languages

Proficient in English, both written and oral. Working knowledge of any other official UN language would be an advantage.

Other skills

Proficiency in Microsoft Office Suite applications is required. Excellent numerical, proofreading skills and drafting capability. Working knowledge of SharePoint and Enterprise Resource Planning (ERP) systems such as SAP or similar platforms would be an added advantage.

Contract information

IMO temporary contracts are issued on a quarterly basis for an initial period of up to one year and may be extended for up to one additional year, subject to funding, operational requirements and satisfactory performance.
IMO currently operates a hybrid working arrangement, with staff normally working three days per week from the office and two days remotely. Depending on operational requirements, staff may be required to work from the office on additional days or throughout the working week during certain periods.
Temporary employees are eligible to apply for vacant positions at IMO while employed by the Organization.
Our temporary positions are only open to candidates who have the legal right to live and work in the United Kingdom. Please ensure that you meet this requirement before applying.
Candidates are expected to be immediately available or have a short notice period.
Temporary employees also have access to a subsidised staff canteen, a free on-site gym and complimentary access to Rosetta Stone language learning.
There will be no expectation of conversion of employment to another type of contract.

Salary information

£3,624 net per calendar month (free of income tax in the UK).

Years and relevant experience will be taken into account for suitable roles.