Organization: International Maritime Organization (IMO)
Country: United Kingdom
City: London
Office: IMO London, United Kingdom
Closing date: Wednesday, 25 August 2021
1 Provide administrative assistance as required, specifically:
Draft internal and external correspondence;
Proofread and when necessary edit meeting and other documents and briefs, ensuring an excellent standard of language, grammar and spelling, as well as presentation in conformity with the established IMO practices and the IMO Style Manual;
Retrieve documents from the system and keep them correctly archived; keep up-to-date office files, records and documents; and
Assist in meetings related to the work of the Subdivision;
2 Maintain and update the maritime security and piracy modules in GISIS and liaise with internal and external stakeholders as required.
3 Assist in responding to queries related to the maritime security and piracy modules, and to requests for capacity building under the global maritime security programme integrated technical cooperation programme (global security ITCP).
4 In communication with relevant UN and regional partners and the Lead Partnering Countries (LPCs), coordinate participation in workshops and seminars under the global security ITCP, including sending invitations, receiving and tracking country nominations, reviewing and controlling participant information, letters of invitation from the host country, etc.
5 In coordination with host countries and UN and regional partners, prepare information materials for workshops and seminars organized under the global security ITCP.
6 Participate in and provide support to capacity building activities as required, including preparing presentations on the global security ITCP.
7 Collate data related to activities under the global security ITCP for the production of the annual report on the delivery of the global programme, as well as the input into the ITCP quarterly and annual reports.
8 Assist in monitoring and tracking all programme outputs, in accordance with established ITCP procedures.
9 Assist in maintaining and updating information on the maritime security website.
10 In the absence of the Subdivision's SAP requisitioner , act as the Subdivision's requisitioner in the SAP system for activities implemented by the Subdivision, and process payments through the system.
11 Research files, records and working documents to organize data and information for the preparation of reports; and
12 Perform other related duties within the Division, as required.
Provide administrative assistance to the Maritime Security Section in general and to the implementation of the Maritime Security Global capacity building programme.
1 Provide administrative assistance as required, specifically:
Draft internal and external correspondence;
Tags maritime security technical cooperation
Proofread and when necessary edit meeting and other documents and briefs, ensuring an excellent standard of language, grammar and spelling, as well as presentation in conformity with the established IMO practices and the IMO Style Manual;
Retrieve documents from the system and keep them correctly archived; keep up-to-date office files, records and documents; and
Assist in meetings related to the work of the Subdivision;
2 Maintain and update the maritime security and piracy modules in GISIS and liaise with internal and external stakeholders as required.
3 Assist in responding to queries related to the maritime security and piracy modules, and to requests for capacity building under the global maritime security programme integrated technical cooperation programme (global security ITCP).
4 In communication with relevant UN and regional partners and the Lead Partnering Countries (LPCs), coordinate participation in workshops and seminars under the global security ITCP, including sending invitations, receiving and tracking country nominations, reviewing and controlling participant information, letters of invitation from the host country, etc.
5 In coordination with host countries and UN and regional partners, prepare information materials for workshops and seminars organized under the global security ITCP.
6 Participate in and provide support to capacity building activities as required, including preparing presentations on the global security ITCP.
7 Collate data related to activities under the global security ITCP for the production of the annual report on the delivery of the global programme, as well as the input into the ITCP quarterly and annual reports.
8 Assist in monitoring and tracking all programme outputs, in accordance with established ITCP procedures.
9 Assist in maintaining and updating information on the maritime security website.
10 In the absence of the Subdivision's SAP requisitioner , act as the Subdivision's requisitioner in the SAP system for activities implemented by the Subdivision, and process payments through the system.
11 Research files, records and working documents to organize data and information for the preparation of reports; and
12 Perform other related duties within the Division, as required.
Strong organizational capabilities and initiative to adapt to a broad range of tasks.
Thoroughness and meticulous attention to detail, ensuring accuracy of output.
Proactive and reliable approach, with demonstrated ability to organize and prioritize workloads and to work under pressure to tight deadlines.
Ability to interact harmoniously with staff at all levels and to work as a team, in an international environment.
Ability to maintain confidentiality and to deal tactfully in all situations and interactions.
Minimum five years' experience in an administrative or meeting support role. Experience of providing project administration and working in an international organization would be an asset.
Secondary education to university entrance standard.
Complete proficiency in English both written and oral, including the ability to draft clearly and concisely, and to proofread. Knowledge of other official UN languages, particularly French or Spanish, would be an asset.
Proficiency in MS Office Applications. Working knowledge of and ERP system e.g. SAP and website administration would be an asset.
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