Contract Information

The type of contract will be fixed term until December 2024 with the possibility of further extension subject to satisfactory performance and availability of project funds

Salary Information

Approximately £34,655 net per annum, (subject to deductions), free of income tax in the UK. Excellent benefits including medical insurance and UN pension scheme

Purpose

Under the direct supervision of the Head of Projects, Department of Partnerships and Projects, the incumbent will provide support to the Head of Projects in supporting coordination between projects, sustainability of projects and their overall oversight and monitoring

Duties and Responsibilities

1. Provide overall administrative support to the Head of Projects, Department of Partnerships and Projects (DPP), in this regard draft routing correspondence in English, with minimal instruction, on behalf of Head of Projects and follow-up with various project partners, organize coordination meetings with them.2. Under instructions of the Head of Projects, support coordination between major projects, especially within specific programmes (Greenhouse Gas projects portfolio, Biofouling projects portfolio and Sea-based Marine Litter projects portfolio).3. Under guidance of Head of Projects, communicate with other Divisions, where DPP/project teams need input an inter-divisional process (and/or briefing of Director/Secretary General) and coordinate DPP/projects team submissions.4. Maintain and regularly update information on the DPP website in relation to projects, including updating project fact sheets.5. Maintain communication with IMO’s Media Unit for contributions to the Organisation’s media outputs (What’s New, social media, etc.), keep track of projects-related threads and report on usage and impact. 6. Assist in setting up divisional systems to monitor and track projects outputs in a coherent manner and support Head of Projects in communication, coordination in this regard with IT and the Internal Oversight and Ethics Office.7. Collate information of activities organised by Major Projects funded by the Integrated Technical Cooperation Programme (ITCP) prepare reports on participation and feedback questionnaires, and coordinate information-sharing with IMO’s Technical Cooperation Division.8. Organise and coordinate travel for Head of Projects in consultation with Travel Unit and support, if need be, Head of Projects in various major projects events, workshops and other key project stakeholders. Ensure that all travel administrative arrangements are in place, including visas, insurance and United Nations Department for Safety and Security (UNDSS) security clearance. Monitor travel and coordinate all internal requirements (Travel authorisations, SharePoint mission requests, etc.) with IMO’s Travel Unit using SAP.9. Support Head of Projects in coordinating mission travel plans, leave plans and keep Department’s mission and leave plan updated.10. Maintain lists of key contact points for the Projects teams and keep them correctly archived.11. Assist in the recruitment and support to consultants, who are under direct supervision of Head of Projects and liaise with relevant sections of the Organization in this respect.12. Provide other administrative support to the Department, as required

Required Competencies

a) Strong organisational capabilities and initiative to adapt to a broad range of tasks and work under pressure and tight deadlines.b) Flexibility of approach, ability to establish and maintain effective working relationships in a cross-cultural context, with IMO staff and senior representatives of Member States. c) Excellent oral and written communication skills. d) Punctuality, reliability, tact and discretion

Experience

Minimum five years’ experience in an administrative or coordination role. Experience within the framework of the United Nations system or other international organizations would be an advantage, experience with projects coordination related functions would be an advantage

Education

Secondary education to university entrance standard

Language Skills

Complete proficiency in English, both written and oral, is essential. Working knowledge of other official languages of the United Nations will be an asset

Others

Complete proficiency in MS Office applications. Knowledge of website management and social media tools would be an asset