Temporary Administrative Support

Job Posting Organization:
The International Maritime Organization (IMO) is a specialized agency of the United Nations responsible for regulating shipping. Established in 1948, the IMO's mission is to promote safe, secure, and efficient shipping on clean oceans. The organization has a diverse workforce and operates in multiple countries, focusing on the development of a regulatory framework for the shipping industry that is fair and effective, universally adopted and implemented. The IMO employs a significant number of staff across various divisions, contributing to its mission of ensuring that the shipping industry operates safely and sustainably.

Job Overview:
The IMO is seeking to engage temporary employees to provide comprehensive operational and administrative support across several functional areas of the organization. This role is crucial for ensuring the smooth operation of various administrative tasks and supporting the organization’s objectives. The position requires a proactive approach to managing day-to-day operational matters, including the preparation of meeting documents, correspondence, and reports. The successful candidate will be expected to work collaboratively with different teams, assist in the coordination of meetings and events, and maintain high standards of quality in all outputs. The role is designed for individuals who can adapt to a dynamic work environment and are capable of managing multiple tasks efficiently while maintaining attention to detail.

Duties and Responsibilities:
The duties and responsibilities for this position include providing integrative and adaptive coordination support for day-to-day operational and contractual matters, preparing and updating meeting documents and correspondence, drafting reports and briefs, and ensuring quality and uniformity in all documentation. The candidate will assist in the coordination of meetings and events, communicate with participants, and manage logistical processes. Additionally, the role involves monitoring budget execution, managing procurement aspects, preparing purchase requisitions, and coordinating travel arrangements. The candidate will also be responsible for maintaining electronic filing systems, updating webpages, and performing any other related duties as required. This position requires a high level of organization and the ability to work under pressure while meeting tight deadlines.

Required Qualifications:
Candidates must possess solid organizational and analytical skills, with the ability to prioritize tasks and manage time effectively. Attention to detail is critical, as is the ability to work independently with minimal supervision. The role requires adaptability to a broad range of tasks and the capacity to work harmoniously within a multicultural team. Confidentiality and tact in dealing with various situations are essential. Proficiency in Microsoft Office Suite applications is required, along with excellent numerical and proofreading skills. Familiarity with SharePoint and ERP systems such as SAP is advantageous.

Educational Background:
The educational requirement for this position includes secondary education or an equivalent to university entrance standard. Relevant qualifications or training in administrative support or related fields would be considered an advantage. A university degree in a related field may also be considered equivalent to two years of relevant experience, allowing candidates with such qualifications to apply with a minimum of three years of professional experience.

Experience:
Candidates are required to have at least five years of relevant experience in administrative support functions. Experience within an international organization is considered an advantage. For those holding a related university degree, at least three years of relevant professional experience is expected, as the degree may substitute for two years of experience.

Languages:
Proficiency in English, both written and oral, is mandatory for this position. A working knowledge of any other official UN language would be considered an advantage, enhancing the candidate's ability to communicate effectively in a diverse work environment.

Additional Notes:
The contract for this position is temporary and issued on a quarterly basis for an initial period of up to one year, with the possibility of extension for an additional year based on funding and performance. The IMO operates a hybrid working arrangement, with staff typically working three days in the office and two days remotely. Candidates must have the legal right to live and work in the United Kingdom and should be immediately available or have a short notice period. Temporary employees have access to various benefits, including a subsidized staff canteen, a free on-site gym, and complimentary access to language learning resources. It is important to note that there is no expectation of conversion to a permanent contract.