Overview
The purpose of the TCID Administrative Assistant Roster is to create a pool of professionals to efficiently fill fixed-term administrative positions as opportunities arise. The incumbent will provide administration support for an assigned team.
Key Responsibilities
- Provide agile project coordination support, assisting in monitoring and tracking outputs.
- Support drafting and circulation of invitations and information materials for events.
- Assist with logistical aspects of organizing international conferences, workshops, seminars and other events.
- Collate information on activities, prepare reports, and coordinate information sharing.
- Organise and coordinate travel for internal and external stakeholders.
- Assist in recruitment and support to consultants.
- Support the preparation of detailed budget breakdowns.
- Assist in the review and reconciliation of quarterly financial reports.
- Support the preparation of reports for IMO Finance and Budget Services.
- Develop programme/project awareness-raising materials.
- Draft routine correspondence in English, including minutes and reports.
- Proofread and edit texts and materials.
- Maintain lists of focal contact points and update documents on databases.
- Coordinate meetings at IMO Headquarters or virtual meetings.
Required Experience
Minimum of five years’ experience working in an administrative and/or coordination role is essential. Experience in drafting, proofreading and formatting meeting minutes, reports and other texts is essential. Experience in organising events and logistic planning would be an asset. Experience in supporting technical cooperation projects and/or capacity development activities would be an asset. Experience working in the United Nations Common System or an international organization would be an asset.
Qualifications
Secondary education or equivalent to University entrance standard is essential. Two years of experience working in an administrative and/or coordination role may be substituted by a relevant university degree.
