Contract InformationIMO temporary contracts are limited to a period of up to 1 year. Contracts are issued on a quarterly basis subject to funding, role requirements and performance. Hybrid work modality is available. There will be no expectation of conversion of employment to another type of contract.Our temporary positions are only open to candidates with right to work in the UK. Please check your right to work before applying to this role.Please note that candidates are expected to be immediately available or have a short-notice period
Salary Information
PurposeIMO is seeking to engage a number of temporary employees to provide full-time operational and administrative support to several functional areas of the Organization throughout the year
Duties and ResponsibilitiesProvide 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 subโcontractors 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
Required CompetenciesSolid organisational and analytical skills.Ability to prioritise tasks, manage time efficiently to meet deadlines.Thoroughness and meticulous attention to detail, ensuring accuracy of output.Sense of initiative and capacity to work under minimal supervision.Ability to adapt to a broad range of tasks and work under pressure to tight deadlines or at short notice.Ability to work harmoniously, build and maintain effective working relationships with staff at all levels in a multicultural team.Ability to maintain confidentiality and to deal with all situations and interactions tactfully
ExperienceAt least four yearsโ experience in relevant secretarial roles or administrative support functions (a related university degree may be considered as 2 years' experience). Experience within an international organization would be an advantage
EducationSecondary education or equivalent to university entrance standard. Relevant qualification or training would be an advantage
Language SkillsProficient in English, both written and oral. Working knowledge of any other official UN language would be an advantage
OthersProficiency in Microsoft Office Suite applications is required. Excellent numerical, proofreading skills and drafting capability. Working knowledge of SharePoint and Enterprise Resource Planning (ERP) systems such as SAP or similar platforms would be an added advantage. Please upload an ANONYMISED CV to support your application. Your application will be disqualified if your name or contact details appear on the CV or the file name