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. Our General Service positions are full-time and are only open to candidates with right to work in the UK. Please check your right to work before applying to this role
Salary InformationApproximately ยฃ40,487 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 the Project Technical Manager, and overall supervision of the Head of Projects, the incumbent will provide project administration and support duties for the implementation of the SENSREC Project
Duties and ResponsibilitiesUnder overall guidance and instructions of the Project Technical Manager:Provide integrative and adaptive project coordination support, including the day-to-day operational and contractual matters of the Project, implementation and assessment of progress of each activity under the Project.Monitor the execution of the project funds, including preparation and control of the projectโs budget, Project Implementation Documents (PIDs) and cash flow forecasts, and supervising the status and execution of commitments related to travel, events logistics, procurement of services and contracts. Coordinate with IMO Finance and Budget Services regarding financial and budget matters.Maintain detailed project accounting by checking, reconciling and clearing all expenditure of funds allocated to the project by its donors and IMOโs Integrated Technical Cooperation Programme. Maintain day-to-day communication with administrative staff at the national project offices in countries participating in the project. Provide guidance and monitor the preparation and quality of all products for national workshops and seminars organised by the respective country offices. Ensure adherence to IMOโs best practices for administrative procedures and the organization of national events. Review and reconcile quarterly financial reports, cash books, fixed asset reports and associated documents submitted by the national project offices; prepare reports for IMO Finance and Budget Services and monitor processing into IMOโs Enterprise Resource Planning system (SAP) to verify that the financial transactions have been completely and accurately recorded.Organise all the logistics for international conferences organised by the project, including venue requirements with the host country administration or events company, defining hospitality requirements and arrangements, and preparing meeting materials and registration of participants. Coordinate participation, including, where necessary, sending invitations, receiving and tracking nominations, reviewing and controlling participant information, securing letters of invitation, etc.Independently develop, manage and maintain project databases related to project implementation and expenditure, and assist in monitoring and tracking all project outputs, in accordance with established procedures and the Monitoring and Evaluation Plan of the Project. Support the development of communication and awareness raising products for the project. Maintain and regularly update information on the project website, draft short news items, and, using Google Analytics or similar website tracking software, prepare monthly reports and statistics on users and impact. Maintain communication with IMOโs Media Unit for contributions to the Organizationโs media outputs (Whatโs New, social media, etc.), keep track of project-related threads and report on usage and impact. Collate information of activities organised by the Project funded by the ITCP, prepare reports on participation and feedback questionnaires, and coordinate information-sharing with IMOโs Technical Cooperation Division. Arrange recruitment of consultants and experts, and organize and coordinate travel for Project staff, other IMO officers, consultants, participants in project events and workshops and other key stakeholders related to the project. Ensure that all travel administrative arrangements are in place, including visas, insurance and UNDSS security clearance. Monitor travel and coordinate all internal requirements (Travel authorisations, SharePoint mission requests, etc.) with IMOโs Travel Unit. Undertake field missions, if requested, to support any progress meetings and meetings to discuss financial and budget matters of the Project, as well as global events where extra administrative support will be necessary.Initiate and draft routine correspondence in English, with minimal instruction, on behalf of the Project Technical Manager as necessary. Proofread and, when necessary, edit texts and materials prepared for project publications, awareness raising products, reports and IMO documents.Provide other administrative support to the Project Coordination Unit as required
Required CompetenciesProven financial support and administration skills.Excellent drafting and communication skills.Strong organizational capabilities and initiative to adapt to a broad range of tasks and work independently and accurately under pressure and to tight deadlines. Thoroughness and excellent attention to detail in all responsibilities, ensuring consistency in delivery and implementation.Ability to work in a multicultural environment and to establish working relationships with internal and external stakeholders, at all levels
ExperienceMinimum six yearsโ experience in an administrative or coordination role. Experience in project administration and coordination would be an asset. Experience within the framework of the United Nations system or other international organizations would be an advantage
EducationSecondary education to university entrance standard
Language SkillsComplete proficiency in English, both written and oral, is essential. Working knowledge of other official languages of the United Nations will be an asset
OthersComplete proficiency in MS Office applications. Familiarity with website management and social media tools would be an asset