Contract Information

This a temporary position for 3 months with a maximum extension until end of December 2023 subject to performance and funding.Our temporary positions are subject to local recruitment. Applicants are required to have the right to work in the United Kingdom.Candidates are expected to be immediately available or have a short-notice period

Salary Information

Starting at £3,623 net per month (free of income tax in the UK)

Purpose

As the Principal Project Administrative Assistant for a short-term project, under the overall supervision of the Head, Technology & Research and Development Cooperation, the incumbent will provide independent project and contracts administration support for the implementation of the UNEP-IMO Innovation Forum project

Duties and Responsibilities

1. Independently coordinate the implementation of the IMO-UNEP Innovation Forum Project (the Project);2. Be focal point to the Project experts, consultants, inform them and other Project participants about administrative and financial processes, logistical arrangements and internal procedures for monitoring and reporting;3. Continuously monitor the Project implementation and identify problems and propose the actions to expedite delivery of inputs and outputs;4. As the only core project staff for the Project, be responsible for providing project coordination and administration support, including the day-to-day operational and contractual matters of the Project;5. Develop the yearly programme implementation document and budget for the Project and monitor the execution of the budget including the preparation and control of the Project’s budget and manage all procurement aspects of the Project in consultation with Head, Technology & Research and Development Cooperation and IMO Procurement team;6. Maintain accounts of the Project status of expenses for travel, contractual arrangements, future planned commitments through the IMO ERP system (SAP);7. Manage all administrative aspects related to the Project financial closure and reporting to donors;8. Procurement of experts and consultants and development of terms of reference and arrange their travel for project activities, including travel arrangements to the Project meetings;9. Communicate with Innovation Forum Steering Committee Members, with future speakers and participants about Innovation Forum practical arrangements and act as first entry point to them;10. Organize Steering Committee meetings for the Project and act as Secretary to the meetings of the Innovation Forum;11. Develop and implement the Communication and Visibility Plan of the Project and support development of general awareness materials;12. Assist in the operation of the Project website, and coordinate the development of communications materials as specified in the project document, Visibility Plan;13. Develop, manage, and maintain the Project database; and14. Undertake other duties related to the implementation of the contract as may be assigned such as preparing response for submission to the donors as required by the contract

Required Competencies

1. Ability to prioritize tasks and to coordinate various project activities in an independent manner;2. Strong organizational skills, initiative, tact and discretion;3. Ability to work in a multicultural environment and to establish working relationships with internal and external stakeholders, at all levels;4. Proven analytical, budget monitoring and reporting skills; and5. Excellent drafting, presentation and communication skills (including press releases, internal/external communications)

Experience

At least seven years’ project support/coordination experience, with a minimum of three years in an international context is essential. Experience in organizing meetings/ conferences, stakeholder and budget management, and drafting internal and external communications is essential. Awareness of maritime or marine issues would be an asset

Education

Secondary education to university entrance standard is essential. Any additional qualifications or certifications in the fields related to project management, information system management, monitoring database usage would be an asset

Language Skills

Complete proficiency in English (written and oral). Knowledge of other UN language is an advantage

Others

Proficiency in MS Office applications is essential, particularly MS Word and Excel. Experience with an ERP system particularly SAP is highly advantageous. Experience in dealing with multi/bilateral donor projects and/or with high level officials would be an advantage. Experience in developing and maintaining websites, databases and any other information systems would be an advantage