Administrative Assistant (Roster)

The IMO is seeking temporary full-time Administrative Assistants to provide operational and administrative support across various functional areas. The role involves coordination, document preparation, meeting support, procurement assistance, and maintaining electronic filing systems.

Responsibilities

• Provide integrative and adaptive coordination support, including the day-to-day operational and contractual matters, implementation and assessment of progress of tasks.
• Prepare and update meeting documents; correspondence, meeting files; draft reports and briefs; including the preparation of tables, graphs, spreadsheets and presentations.
• Support IMO working/drafting groups during meetings, as required.
• Proofread and monitor quality and uniformity of correspondence and where necessary edit all correspondence, documentation and reports to ensure an excellent standard is met, in conformity with established IMO practices.
• Assist in the coordination of meetings and events at IMO Headquarters or virtual meetings (via Teams or Zoom), as appropriate, ensuring internal logistical processes are followed.
• Communicate with participants; disseminate meeting information and materials in consultation with the line managers in the relevant Section.
• Liaise with focal points and sub‑contractors in the field, as required.
• Assist in monitoring the execution of budget (control of procurement aspects of the various contracts) and manage all procurement aspects including the preparation and control of the budget.
• Produce statistical reports and statistics in Excel.
• Prepare purchase requisitions and framework requisitions, as well as goods receipt on delivery of purchased services or goods.
• Process trips by coordinating travel and visa arrangements, in consultation with the line manager and internal or external stakeholders on related matters such as accommodation, security clearance, meet and greet, etc.
• Organize databases and maintain the electronic filing system on SharePoint.
• Maintain the diary and advise the line manager of all forthcoming meetings, commitments and appointments providing well-researched files with relevant background information.
• Maintain and update webpages on the IMO public and intranet website.
• Perform any other related duties within the relevant Section and cover for other administrative staff, as may be required.

Requirements

• At least four years’ experience in relevant secretarial roles or administrative support functions (a related university degree may be considered as 2 years' experience).
• Experience within an international organization would be an advantage.
• Secondary education or equivalent to university entrance standard.
• Relevant qualification or training would be an advantage.
• Proficient in English, both written and oral.
• Working knowledge of any other official UN language would be an advantage.
• Proficiency in Microsoft Office Suite applications is required.
• Excellent numerical, proofreading skills and drafting capability.
• Working knowledge of SharePoint and Enterprise Resource Planning (ERP) systems such as SAP or similar platforms would be an added advantage.

Skills

• Secretarial Support
• Administrative Support
• Microsoft Office Suite
• Numerical skills
• Proofreading
• Document Drafting
• SharePoint Development
• Enterprise Resource Planning
• SAP
• Procurement Assistance
• Meeting Coordination
• Electronic filing systems

Languages

English