Contract InformationThe first year of contract will be probationary with the possibility of further extension subject to satisfactory performance. This post is limited to local status* only. *Local status requires applicants to have unhindered permission to live and work in the UK
Salary InformationApproximately ยฃ36,143 net per annum, (subject to deductions), free of income tax in the UK. Excellent benefits including medical insurance and UN pension scheme
PurposeUnder the direct supervision of assigned Audit Officers of the Subdivision, and the overall supervision of Head, Member State Audits, the incumbent will be expected to independently perform a wide range of varied and cross-functional administrative and secretarial duties, under the coordination of the Audit Coordination Associate, to support the effective and efficient delivery of the IMO Member State Audit Scheme (IMSAS)
Duties and ResponsibilitiesGeneral Administration and Office Management1. Independent drafting of formal correspondence to audit teams and Member States leading up to audit engagements and follow-up audits, based on the established procedures, including preparation of contract letters and audit assignments.2. Maintaining up-to-date records of assigned audits of Member States, followโup of all post audit records, including audit reports, corrective action plans, mission reports, as well as data on nominated auditors, and ensure accuracy of information captured in the MSA module in GISIS.3. Processing and/or coordinating travel arrangements for auditors and Audit Officers' research and prepare financial/administrative/travel arrangements, including the booking of tickets and hotels and processing through SAP and obtaining security clearance in accordance with UN procedures.4. Proactively Assisting and providing the Audit Coordination Associate with all relevant information relating to the procurement of goods and services for IMSAS audits.5. Hands-on assistance with editing, proofreading and formatting of reports and documents for finalization and dissemination.Training and Technical Cooperation activities6. Assisting in the organizing and monitoring and tracking of all training activities to plan, i.e. courses, workshops, missions, seminars and meetings, in accordance with establish procedures.7. Provide broad administrative support to Officers, which includes:a) drafting letters and communicating with focal points in host countries, participants and their maritime administrations, UNDP country offices with regard to arrangements for participantโs travel, in accordance with established procedures, and maintaining appropriate records;b) monitoring and managing the timely receipt of TC activitiesโ reports from consultants, including the review of the collated information from evaluation questionnaires after seminars, workshops and training courses, for accuracy; andc) preparing financial/administrative travel arrangements through SAP, and executing activities through the Organizationโs financial management system (SAP) in raising purchase requisitions for consultantsโ fees, publications and framework requisitions for group training of seminar participants, as well as goods receipts on delivery of purchased goods.General administration8. Provide secretarial support in preparing meeting documents and related briefs, including photocopying and dissemination.9. Assist in preparing meetings, including meeting room booking procedures and other internal logistical procedures to ensure effective preparation for a meeting and providing secretarial support to groups
Required Competencies1. Self-driven with the ability to work independently and adapt to a broad range of tasks under pressure.2. Efficient in prioritizing and managing multiple tasks with accuracy, attention to detail, and meeting tight deadlines.3. Strong verbal and written communication skills, with the ability to interact positively and harmoniously with colleagues and stakeholders at all levels.4. Proficient in office software, database management and committed to ongoing professional development5. Demonstrates strong interpersonal skills, working effectively in multicultural, international teams while respecting diversity.6. Maintains confidentiality and handles all situations with tact and professionalism
Experience1. At least five yearsโ experience in administrative role. Experience within the UN or other international organizations would be advantageous.2. Experience in the implementation of technical cooperation activities or project support and in Quality Management Systems would be an asset
EducationSecondary level or equivalent
Language SkillsProficiency in oral and written English is required. Knowledge of Spanish will be a distinct advantage
OthersGood computer literacy with competence in MS Office Application (in particular MS Word, Excel and Powerpoint). Knowledge of SAP would be an advantage