Administrative Assistant (Roster) - Technical Cooperation And Implementation Division
London
- Organization: IMO - International Maritime Organization
- Location: London
- Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
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Occupational Groups:
- Operations and Administrations
- Development Cooperation and Sustainable Development Goals
- Administrative support
- Closing Date: 2025-03-11
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 interna 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.
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 interna 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.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.