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 £30,937 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 immediate supervision of the Supervisor, Conference Services/Registration Unit, the overall supervision of the Head, Meeting Services and Interpretation Section, and working closely with the Administrative and Budget Officer, in the Office of the Director of the Conference Division, the incumbent will carry out a variety of duties related to the management of all meetings held at IMO headquarters

Duties and Responsibilities

Monitor and approve new registration in the Online Meeting Registration System (OMRS) and, in exceptional circumstances, manual entry of registration details into the system.Operate the Registration Desk (G4S Access Control System) at the start of and during each meeting.Assist with the maintenance of the Meeting Management System (MMS) and liaise with ICTS with regard to queries by delegates and other users related to the Online Meeting Registration System (OMRS).Assist in producing the provisional and final (list of participants for all IMO meetings in line with the annual IMO Programme of Meetings, including intersessional meetings and working/technical/expert groups.Provide logistical and organizational support for remote /hybrid and in-person meetings and events.Assist the Audio Visual and Simultaneous Interpretation unit when and as required with the running of remote/Hybrid meetings (technical/organizational/logistical support).Assist in coordinating testing and/or dry-runs with virtual event organizers and other IMO divisions/units involved in the event/meeting.Receive hand-delivered hard copy of credentials by delegations from Member States, intergovernmental organizations (IGOs) and nongovernmental organizations (NGOs) in consultative status with IMO, and any other participants attending meetings at IMO and ensure timely dispatch of the document(s) to ERO.Review, check and amend the List of Participants, in consultation with delegations, as and when required. Assist the Supervisor of the Unit in proofreading the draft List of Participants.Provide general assistance to delegates such as photocopying, printing, faxes, network cables, and dealing with all general enquiries and advice including distribution of messages to delegates during meetings as required.Assist the Supervisor with the compilation of the Secretary-General’s mission briefs as required.Draft routine correspondence and replies to incoming e-mails and be responsible for the general filing requirements of the Unit.Assist the Head of Section in all activities related to the external hiring of the IMO Conference Facilities including initial site visit by clients, drafting contracts and cost estimates for approval by the Head of Section and provide general information on the IMO conference facilities/specifications to external clients when requested.Monitor usage of the internal Meeting Room Booking System (MRBS) for both internal and external clients, and compile reports for the Head of Section.Assist with room bookings on the Meeting Room Booking System application, for both internal and external clients.Compile and distribute the Weekly Committee Room usage report (WMS Weekly Meeting Schedule) to internal stakeholders.Perform related duties within the Section, and replace other staff, as may be required

Required Competencies

a) Thoroughness and meticulous attention to detail, ensuring accuracy of output.b) Proactive and reliable approach, with demonstrated ability to organize and prioritize workloads and to work under pressure to tight deadlines.c) Tact, courtesy and discretion under all circumstances.d) Positive attitude and willingness to work outside normal working hours. d) Ability to interact harmoniously with staff and delegates at all levels and to work as part of a team, in an international multi-cultural environment.e) Sense of initiative and capacity to work under minimal supervision

Experience

A minimum of four years’ experience in a wide range of administrative tasks including, but not limited to, conference support, events management, administration, office support or comparable experience is required. Prior experience in the registration of international delegates and the provision of meeting services within an international organization, or in the UN system, both in-person and remote meetings online and special events, is desirable and would be an advantage

Education

Secondary education to university entrance standard is essential

Language Skills

Excellent knowledge of English. Knowledge of another IMO working language (i.e., French or Spanish) would be an advantage

Others

Excellent knowledge of MS Office applications (Word, Excel, PowerPoint, Outlook), editing scanned documents and graphs is required. Excellent knowledge of data entry and experience in SharePoint would be an asset