Project Assistant - Technical Cooperation And Implementation Division

Under overall guidance and instructions of the Project Technical Manager:

1. Provide integrative and adaptive project coordination support, including the day-to-day operational and contractual matters of the Project, implementation and assessment of progress of each activity under the Project.
2. Monitor the execution of the project funds, including preparation and control of the project’s budget, Project Implementation Documents (PIDs) and cash flow forecasts, and supervising the status and execution of commitments related to travel, events logistics, procurement of services and contracts. Coordinate with IMO Finance and Budget Services regarding financial and budget matters.
3. Maintain detailed project accounting by checking, reconciling and clearing all expenditure of funds allocated to the project by its donors and IMO’s Integrated Technical Cooperation Programme.
4. Maintain day-to-day communication with administrative staff at the national project offices in countries participating in the project. Provide guidance and monitor the preparation and quality of all products for national workshops and seminars organised by the respective country offices. Ensure adherence to IMO’s best practices for administrative procedures and the organization of national events.
5. Review and reconcile quarterly financial reports, cash books, fixed asset reports and associated documents submitted by the national project offices; prepare reports for IMO Finance and Budget Services and monitor processing into IMO’s Enterprise Resource Planning system (SAP) to verify that the financial transactions have been completely and accurately recorded.
6. Organise all the logistics for international conferences organised by the project, including venue requirements with the host country administration or events company, defining hospitality requirements and arrangements, and preparing meeting materials and registration of participants. Coordinate participation, including, where necessary, sending invitations, receiving and tracking nominations, reviewing and controlling participant information, securing letters of invitation, etc.
7. Independently develop, manage and maintain project databases related to project implementation and expenditure, and assist in monitoring and tracking all project outputs, in accordance with established procedures and the Monitoring and Evaluation Plan of the Project.
8. Support the development of communication and awareness raising products for the project. Maintain and regularly update information on the project website, draft short news items, and, using Google Analytics or similar website tracking software, prepare monthly reports and statistics on users and impact.  Maintain communication with IMO’s Media Unit for contributions to the Organization’s media outputs (What’s New, social media, etc.), keep track of project-related threads and report on usage and impact. 
9. Collate information of activities organised by the Project funded by the ITCP, prepare reports on participation and feedback questionnaires, and coordinate information-sharing with IMO’s Technical Cooperation Division.
10. Arrange recruitment of consultants and experts, and organize and coordinate travel for Project staff, other IMO officers, consultants, participants in project events and workshops and other key stakeholders related to the project.  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.
11. Undertake field missions, if requested, to support any progress meetings and meetings to discuss financial and budget matters of the Project, as well as global events where extra administrative support will be necessary.
12. Initiate and draft routine correspondence in English, with minimal instruction, on behalf of the Project Technical Manager as necessary.
13. Proofread and, when necessary, edit texts and materials prepared for project publications, awareness raising products, reports and IMO documents.
14. Provide other administrative support to the Project Coordination Unit as required.