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
- Provide integrative and adaptive coordination support, including the day-to-day operational and contractual matters, implementation and assessment of progress of tasks.
- Prepare and update meeting documents; correspondence, meeting files; draft reports and briefs; including the preparation of tables, graphs, spreadsheets and presentations.
- Support IMO working/drafting groups during meetings, as required.
- 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.
- 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.
- 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.
- 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.
- 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.
- Organize databases and maintain the electronic filing system on SharePoint.
- Maintain the diary and advise the line manager of all forthcoming meetings, commitments and appointments providing well-researched files with relevant background information.
- Maintain and update webpages on the IMO public and intranet website.
- Perform any other related duties within the relevant Section and cover for other administrative staff, as may be required.
Competencies
- Solid organisational and analytical skills.
- Ability to prioritise tasks, manage time efficiently to meet deadlines.
- Thoroughness and meticulous attention to detail, ensuring accuracy of output.
- Sense of initiative and capacity to work under minimal supervision.
- Ability to adapt to a broad range of tasks and work under pressure to tight deadlines or at short notice.
- Ability to work harmoniously, build and maintain effective working relationships with staff at all levels in a multicultural team.
- Ability to maintain confidentiality and to deal with all situations and interactions tactfully.
Experience
At least four years’ experience in relevant secretarial roles or administrative support functions (a related university degree may be considered as 2 years' experience). Experience within an international organization would be an advantage.
Years and type of experience will be taken into account for other suitable roles.
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 areare issued on a quarterly basis. Our temporary positions are full-time and are only open to candidates with right to work in the UK.
Salary information
£32,268 net per calendar year (free of income tax in the UK) subject to assigned role.
Years and type of experience will be taken into account for other suitable roles.
