Overview
IMO is seeking to engage temporary employees to provide full-time operational and administrative support to several functional areas of the Organization.
Key Responsibilities
- Provide integrative and adaptive coordination support, including day-to-day operational and contractual matters, and implementation and assessment of progress of tasks.
- Prepare and update meeting documents, correspondence, meeting files, draft reports and briefs, including tables, graphs, spreadsheets, and presentations.
- Support IMO working/drafting groups during meetings.
- Proofread and monitor quality and uniformity of correspondence, and edit all correspondence, documentation, and reports.
- Assist in the coordination of meetings and events at IMO Headquarters or virtual meetings.
- Communicate with participants and disseminate meeting information and materials.
- Liaise with focal points and sub-contractors in the field.
- Assist in monitoring budget execution and manage procurement aspects.
- Produce statistical reports and statistics in Excel.
- Prepare purchase requisitions and framework requisitions, and goods receipt.
- Process trips by coordinating travel and visa arrangements.
- Organize databases and maintain the electronic filing system on SharePoint.
- Maintain the diary and advise the line manager of forthcoming meetings, commitments, and appointments.
- Maintain and update webpages on the IMO public and intranet website.
- Perform any other related duties and cover for other administrative staff.
Required Experience
At least four years’ experience in relevant secretarial roles or administrative support functions. Experience within an international organization would be an advantage.
Qualifications
Secondary education or equivalent to university entrance standard. Relevant qualification or training would be an advantage.
