International Maritime Organization
Administrative Assistant (Roster)
- Duty station
- 🇬🇧 London, United Kingdom
- Country / area
- United Kingdom
- Region
- Europe
- UN system
- Specialized Agency
- Category
- Temporary
- Vacancy reference
- STA 26-03
- Division
- Cross-Divisional
- Contract type
- Temporary
- Posted
- 4/16/2026, 12:00:00 AM
- Closes
- 12/31/2026, 12:00:00 AM
About this role
The International Maritime Organization (IMO) is seeking an Administrative Assistant for a roster position to provide integrative and adaptive coordination support. The role involves managing day-to-day operational and contractual matters, preparing meeting documents, correspondence, reports, and briefs, and utilizing Excel for statistical reports and spreadsheets. The incumbent will support IMO working groups during meetings, proofread and edit documentation to ensure high standards, and coordinate logistics for meetings and events, both in-person at Headquarters and virtual. Key responsibilities include monitoring budget execution, managing procurement aspects such as purchase requisitions and goods receipt, and processing travel arrangements including visas and accommodation. The assistant will maintain electronic filing systems on SharePoint, manage the line manager’s diary, and update webpages on the IMO public and intranet sites. The candidate must liaise with focal points and subcontractors, ensuring internal logistical processes are followed. This role requires strong organizational skills, proficiency in office software, and the ability to handle multiple administrative tasks efficiently while maintaining confidentiality and accuracy in all communications and financial tracking.
Key requirements
Nice to have
- 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.
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