Administrative Assistant - Technical Cooperation And Implementation Division

1. Coordinate the day-to-day management of the Office of the Head of Projects, including monitoring of the workflows of more than 10 projects (and 30 project staff). Suggesting improvements of internal procedures, using available IT tools, in consultation with other staff.
2. Identify and resolve diverse issues/problems as they arise and determine appropriate actions. Provide guidance to other general service staff in the projects team by enhancing good communication, team building and collaboration.
3. Ensure procedures and systems are adhered to, to facilitate consistent and coherent policy development and implementation across projects in preparing for, supporting and following up on meetings of the Technical Cooperation Committee (TCC), the Council, the Assembly and any other events the projects are jointly responsible for.
4. Liaise with all project teams to ensure maximum cooperation between project teams, especially projects within same portfolios.
5. Draft internal and external correspondence, meeting invitations, agendas and annotated agendas for the meetings coordinated, planned by the Head of Projects on various technical cooperation, projects implementation issues.
6. Coordinate preparation of briefs and presentations for the Secretary-General and the Director concerning subjects under the responsibility of the Head of Projects.
7. Assist in the preparation and monitoring of the projects budget. Assist the Head of Projects in the allocation of funds of Project Support Cost, and monitor whether financial resources are utilized to implement activities in accordance with the various projects budgets and relevant PIDs.
8. Promote collaboration and cooperation with other divisions/departments at IMO, participate in cross-divisional activities.
9. Coordinate the project’s engagement with the UN system on matters relevant to the whole subdivision, engaging with other relevant subdivisions and divisions.
10. Act as focal point for internal and external audits of the Division, evaluations of the projects and IOEO additional audit and evaluation requests, including coordinating responses and follow up action for the appropriate closure of recommendations and observations.
11. Respond to queries concerning the work of the subdivision from external stakeholders (e.g. Member States, the UN and its specialized agencies, international organizations, industry, research establishments etc.) and from other areas of the Secretariat.
12. Continuously update projects joint visibility items (fact sheets) and projects website, coordinate joint visibility actions of projects (and ITCP/other Secretariat-wide initiatives, implementation efforts);
13. Participate in division and Secretariat-wide strategic planning, programming processes, advising the Head of Projects on follow-up action of key resolutions and policy decisions of the Organization and monitor their implementation.
14. Perform any other related duties, as may be required by the Head of Projects.