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Administrative Assistant - Department Of Partnerships And Projects

London

  • Organization: IMO - International Maritime Organization
  • Location: London
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • External Relations, Partnerships and Resource mobilization
    • Project and Programme Management
  • Closing Date: 2023-11-24

1. Provide overall administrative support to the Head of Projects, Department of Partnerships and Projects (DPP), in this regard draft routing correspondence in English, with minimal instruction, on behalf of Head of Projects and follow-up with various project partners, organize coordination meetings with them.


2. Under instructions of the Head of Projects, support coordination between major projects, especially within specific programmes (Greenhouse Gas projects portfolio, Biofouling projects portfolio and Sea-based Marine Litter projects portfolio).


3. Under guidance of Head of Projects, communicate with other Divisions, where DPP/project teams need input an inter-divisional process (and/or briefing of Director/Secretary General) and coordinate DPP/projects team submissions.


4. Maintain and regularly update information on the DPP website in relation to projects, including updating project fact sheets.


5. Maintain communication with IMO’s Media Unit for contributions to the Organisation’s media outputs (What’s New, social media, etc.), keep track of projects-related threads and report on usage and impact.  


6. Assist in setting up divisional systems to monitor and track projects outputs in a coherent manner and support Head of Projects in communication, coordination in this regard with IT and the Internal Oversight and Ethics Office.


7. Collate information of activities organised by Major Projects funded by the Integrated Technical Cooperation Programme (ITCP) prepare reports on participation and feedback questionnaires, and coordinate information-sharing with IMO’s Technical Cooperation Division.


8. Organise and coordinate travel for Head of Projects in consultation with Travel Unit and support, if need be, Head of Projects in various major projects events, workshops and other key project stakeholders.  Ensure that all travel administrative arrangements are in place, including visas, insurance and United Nations Department for Safety and Security (UNDSS) security clearance. Monitor travel and coordinate all internal requirements (Travel authorisations, SharePoint mission requests, etc.) with IMO’s Travel Unit using SAP.


9. Support Head of Projects in coordinating mission travel plans, leave plans and keep Department’s mission and leave plan updated.


10. Maintain lists of key contact points for the Projects teams and keep them correctly archived.


11. Assist in the recruitment and support to consultants, who are under direct supervision of Head of Projects and liaise with relevant sections of the Organization in this respect.

12. Provide other administrative support to the Department, as required.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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