Administrative Assistant

The Administrative Assistant will provide secretarial and logistical support to various GESAMP Working Groups and Task Teams, manage procurement and financial aspects using SAP, maintain filing systems, and support the Marine Pollution and Climate Action Sections. The role requires attention to detail, organizational skills, and proficiency in MS Office and ERP software.

Responsibilities

• Provide secretarial and logistics support for the GESAMP Working Group on Life Cycle GHG Intensity of Marine Fuels, the GESAMP Task Team on Exhaust Gas Cleaning Systems, and the GESAMP Working Group on the Evaluation of the Hazards of Harmful Substances carried by ships, including preparation of contracts and travel arrangements in line with IMO travel rules.
• Assist Technical Secretaries in managing procurement and financial aspects of the Working Groups/Task Team by maintaining accounts of expenses using the SAP system.
• Maintain filing systems and keep relevant office files, records and documents up-to-date.
• Prepare framework/purchase requisitions, goods receipts and travel arrangements related to fees and travel expenditures using SAP.
• Provide secretarial and logistics support for other IMO-led GESAMP working groups as required.
• Provide secretarial support for the Marine Pollution Section and the Climate Action and Clean Air Section, including preparation of IMO meetings and other core work.
• Perform other related duties to support the work of the Subdivision for Protective Measures, the Subdivision for Ocean Policy and Pollution Response, and the GESAMP Office.

Requirements

• Secondary education up to University entrance standard.
• At least 5 years’ experience in secretarial or administrative work, preferably within an International Organization.
• Proficiency in English (oral and written) including ability to draft clearly and concisely is essential.
• Knowledge of any other UN language, particularly French or Spanish, would be an asset.
• Proficiency in MS Office applications, in particular MS Excel, is essential.
• Experience with the use of ERP software, such as SAP, is also essential.

Skills

• Secretarial experience
• Administrative Support
• English Drafting
• Microsoft Office Suite
• MS Excel
• ERP Software
• SAP
• Procurement Management
• Finance Management
• Filing System Management
• Logistical Support

Languages

English