Contract Information

The 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 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 Facilitation Section the incumbent will be expected to carry out a wide variety of administrative tasks in support of the activities of the Section

Duties and Responsibilities

Provide administrative support to the Facilitation (FAL) Section, including drafting routine correspondence and proofreading outgoing material. Other duties include note taking, maintaining the filing system, preparing files for meetings, and undertaking the FAL Section’s financial and travel arrangements, through SAP.Manage the day-to-day running of the coordinating the preparation for IMO Committee meetings under the purview of the Head of Section of Facilitation. Take minutes of meetings and prepare reports and documents, as directed. Support working/drafting groups during meetings.Respond to routine questions and queries from Member States, international organizations and other individuals related to the activities of the FAL Section, as required.Prepare and update specific Project Implementation Documents (PIDs) and monitor progress of activities, in close coordination with the Technical Cooperation Division and DPP. Communicate with participants; disseminate workshop information and materials; completed activity reporting requirements and coordinate travel arrangements, in consultation with the implementing officers. Liaise with focal points and sub-contractors in the field.Support the FAL Section with hiring for consultants and auditors and prepare requisition requests using SAP and the e-Roster, as required, and follow-up on services delivered. Create purchase requisitions for goods, services and travel, monitor expenditures and track budgets related to technical cooperation activities.Provide project administrative support, including coordinating the day-to-day implementation of the FAL Section.Assist in monitoring the progress of implementation of technical cooperation activities and contribute required information to quarterly progress reports and statistical analyses;Monitor and maintain leave reports of annual and sick leave requests, authorized missions, and other absences of staff in the FAL SectionDraft routine correspondence and proofread outgoing material. Undertake the FAL Section’s financial and travel arrangements, through SAP.Respond to routine questions and queries from Member States, International Organizations and other individuals related to the activities of the FAL Section.Create purchase requisitions in SAP for goods, services, and travel, monitor expenditures and track budgets related to technical cooperation activities.Assist in monitoring the progress of implementation of technical cooperation activities and contribute required information to quarterly progress reports and statistical analyses.Perform any other related duties, and assist other staff in the Division, as may be required

Required Competencies

Proven financial and administrative support skills.Demonstrated ability to multitask and to work under pressure, with accuracy and attention to detail.Proven ability to prioritize, plan and organize work independently and with a high level of accuracy.Proven ability to support project planning, administration and implementation.Ability to exercise good judgement, tact and discretion.Ability to work collaboratively in a multicultural environment and to establish working relationships with internal and external stakeholders, at all levels.Flexible and adaptable to changing priorities in a fast-paced environment, often at short notice.Resourceful and able to identify practical solutions to identified issues/challenges.Good communication skills including report drafting and ability to present in a clear manner

Experience

A minimum of five years’ experience in an administrative support position. Experience in providing budget management support, external relations, audit programmes or contract management of external services would be an advantage. Experience in the UN common system or an international organization would be an asset

Education

Secondary education to university entrance standard

Language Skills

Proficiency in English (written and oral) and the ability to draft clearly and concisely are essential. Knowledge of any other official languages of the UN system would be an asset

Others

Proficiency in MS Office applications is essential. Knowledge and experience in budgeting and budget monitoring, ideally in support of project or activity implementation is highly desirable. Knowledge and experience working with databases and ERP systems e.g., SAP would be an asset. Experience in web editing and related software would be an asset