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 general supervision of the Deputy Director, Subdivision for Maritime Development, Technical Cooperation and Implementation Division (TCID), and the direct supervision of the Head, Asia and Pacific Section, and the Head, Latin America and Caribbean Section, the incumbent will provide administrative support to the Sections
Duties and ResponsibilitiesTechnical Cooperation (TC) activitiesOrganise, monitor and track all TC activities and missions, i.e. training courses, workshops, seminars and meetings, in accordance with established procedures including:follow-up on pending matters relating to Programme Implementation Documents (PIDs) and other TC activities carried out under approved programmes;draft routine correspondence in English and Spanish, including letters and communications with Focal Points in host countries, activity participants and their administrations, UNDP country offices regarding arrangements for participants' travel, in accordance with established procedures and maintain all appropriate records;ensure that all administrative work involved in consultantsโ recruitment is carried out on time, monitor and manage the timely receipt of TC activitiesโ reports from consultants, summarise, analyse and review the collated information from evaluation questionnaires following TC activities to verify accuracy;collate information, prepare and upload lists of participants of TC activities in SAP;prepare and follow-up financial/administrative and travel arrangements through SAP by raising Purchase Requisitions for consultantsโ fees, publications and Framework Requisitions for group training, etc.; and,provide continuing support to the TC activities implemented by the IMO Regional Coordinators in Asia/Pacific and in the Caribbean region, and any potential implementing partners/agent(s) in the regions.Management and maintenance of intranet and web applicationsRegularly monitor and update the Sections' intranet and website.Regularly update training activities undertaken in Asia and Pacific and Latin America and Caribbean in each Country Maritime Profile module, in GISIS database.Assist Member States in the regions to submit requests for technical assistance.General administrationPrepare documents in English and Spanish, draft routine correspondence in English and Spanish, including letters, emails, memoranda, reports, statistics, etc.Prepare and proofread documents in English and Spanish including meeting documents, mission reports. Prepare rough translations from English and Spanish (and vice versa) of documents as required.Take notes and prepare minutes of meetings.Prepare briefs and documents for IMO meetings.Research background material to support the drafting of reports and other documents.Maintain all filing systems (electronic and/or hard copies) for all activities of the Sections.Propose and plan most cost-effective travel arrangements for the Heads of Section and other officers, as required, in consultation with the IMO Travel Unit.Prepare files for meetings of TCID Chiefs and Heads of Section and officers' mission.Liaise with staff within the Division, as well as other Divisions, regarding duties and responsibilities of the Sections.Arrange appointments and welcome visitors to the Sections, provide information on IMO for visitors and respond to enquiries about the work of the Section.Provide general administrative back-up to the Sectionsโ Principal Programme Assistants.Perform other related duties within the Division and provide cover for staff, as may be required
Required Competenciesa) Ability to prioritize tasks, manage time efficiently to meet deadlines.b) High degree of initiative, accuracy and attention to detail, ability to work quickly and effectively, with minimum supervision.c) Ability to adapt to a broad range of tasks and work under pressure to tight deadlines or at short notice.d) Good interpersonal skills and ability to work in a multicultural environment with sensitivity and respect for diversity.e) Ability to interact harmoniously with staff at all levels and to work effectively in a team, within an international environment.f) Ability to maintain confidentiality and to deal tactfully in all situations and interactions.g) Excellent oral and written communication skills
ExperienceAt least five yearsโ professional experience in administrative support role. Experience in providing administrative support to project implementation would be an asset. Experience within the United Nations system or an international organization would be an advantage
EducationSecondary education or equivalent
Language SkillsProficiency in English and Spanish (oral and written) and the ability to draft clearly and concisely in both languages is essential
OthersProficiency in MS Office applications is essential. Proficiency in SAP or any other ERP system, and experience with database management would be an asset