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International Maritime Organization

Administrative Assistant (Roster)

公式サイトで応募
勤務地
🇬🇧 London, United Kingdom
国 / 地域
United Kingdom
地域
Europe
国連システム
Specialized Agency
レベル
G-5
Vacancy reference
G.S. 26-07 Administrative Assistant (G5) (Roster)
Division
Technical Cooperation And Implementation Division
Grade
G.5
掲載日
7/20/2026, 12:00:00 AM
締切
8/10/2026, 12:00:00 AM

この役割について

The International Maritime Organization (IMO) is seeking an Administrative Assistant for a roster position to provide agile project coordination support in collaboration with TCID project teams. The role involves monitoring and tracking project outputs, assisting with the logistical organization of international conferences, workshops, and seminars, including venue coordination and hospitality arrangements. Key responsibilities include coordinating travel for stakeholders, ensuring visa and security clearance compliance, and managing travel administrative arrangements via SAP. The incumbent will support consultant recruitment, assist in creating consultancy contracts, and prepare detailed budget breakdowns for events. Financial duties involve reviewing quarterly reports, reconciling documents, and monitoring SAP processing for accurate financial transaction recording. The role also requires developing awareness-raising materials, maintaining programme websites, drafting routine correspondence and meeting minutes, and proofreading publications. Additional tasks include coordinating meetings (in-person or virtual), maintaining contact lists, updating databases, and providing general administrative support to the Line Manager. The ideal candidate is organized, detail-oriented, and proficient in administrative and financial coordination within a UN agency context.

必須条件

  • Administrative support experience
  • Event logistics coordination
  • Travel arrangement management

あれば望ましい

要件の概要

言語
English
  1. In coordination with TCID project coordination teams, provide agile project coordination support, assisting in the monitoring and tracking of outputs, in accordance with the project or activity plan and established procedures.
  2. Support, in liaison with host countries, the drafting and circulation of invitations, information materials for international conferences, workshops, seminars and other events organised by IMO
  3. Assist with the logistical aspects behind the organization of international conferences, workshops, seminars and other events including confirming venue requirements with the host country administration, defining hospitality requirements and arrangements, and preparing relevant information materials
  4. Collate information on activities organised as part of the project or programme, prepare reports on participation and feedback questionnaires, and coordinate information sharing with IMO’s various Divisions, as may be require.
  5. Organise and coordinate travel for both internal 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 security clearance. Monitor travel and coordinate all internal requirements (Travel authorisations, SharePoint mission requests, etc.) with IMO’s Travel Unit using SAP.
  6. Assist in the recruitment and support to consultants and liaise with relevant sections of the Organization in this respect, as required. Assist requests for the creation of consultancy contracts following IMO policies and processes.
  7. Support the preparation of detailed budget breakdown taking into consideration all relevant aspects of the international conferences, workshops, seminars and other events.
  8. Assist in the review and reconciliation of quarterly financial reports, and associated documents.
  9. Support the preparation of reports for IMO Finance and Budget Services and the monitoring of IMO’s Enterprise Resource Planning system (SAP) processing, and the verification of financial transactions and their accurate recording.
  10. Develop programme/project awareness-raising materials in coordination with IMO's public information services, maintaining updated information on the programme/project website and the development of communication materials.
  11. Draft routine correspondence in English, with minimal instruction, including the drafting and formatting of minutes and reports of meetings. Proofread and, when required, make edits as appropriate to texts and materials prepared for publications, reports and IMO documents.
  12. Maintain lists of focal contact points relevant to the work of the assigned team, update documents/reports on relevant databases and information systems and keep them correctly archived
  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 Line Manager as required.

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