Assistant to the Head of Office

Contract Information

The first year of contract will be probationary with the possibility of further extension subject to satisfactory performance. This post is limited to local status* only. *Local status requires applicants to have unhindered permission to live and work in the UK.Our General Service positions are full-time and are only open to candidates with right to work in the UK. Please check your right to work before applying to this role

Salary Information

Approximately £40,487 net per annum, (subject to deductions), free of income tax in the UK. Excellent benefits including medical insurance and UN pension scheme

Purpose

Under the supervision of the Head of Projects, in the Technical Cooperation and Implementation Division, the incumbent will support the Head of Projects in dealing with administrative, coordination issues concerning the projects teams, as well as the preparation and organization of joint projects, portfolio meetings, coordination with other sub-divisions, divisions and will perform a variety of executive assistant duties to ensure the smooth and efficient work of IMO projects teams

Duties and Responsibilities

1. Coordinate the day-to-day management of the Office of the Head of Projects, including monitoring of the workflows of more than 10 projects (and 30 project staff). Suggesting improvements of internal procedures, using available IT tools, in consultation with other staff.2. Identify and resolve diverse issues/problems as they arise and determine appropriate actions. Provide guidance to other general service staff in the projects team by enhancing good communication, team building and collaboration.3. Ensure procedures and systems are adhered to, to facilitate consistent and coherent policy development and implementation across projects in preparing for, supporting and following up on meetings of the Technical Cooperation Committee (TCC), the Council, the Assembly and any other events the projects are jointly responsible for.4. Liaise with all project teams to ensure maximum cooperation between project teams, especially projects within same portfolios.5. Draft internal and external correspondence, meeting invitations, agendas and annotated agendas for the meetings coordinated, planned by the Head of Projects on various technical cooperation, projects implementation issues.6. Coordinate preparation of briefs and presentations for the Secretary-General and the Director concerning subjects under the responsibility of the Head of Projects.7. Assist in the preparation and monitoring of the projects budget. Assist the Head of Projects in the allocation of funds of Project Support Cost, and monitor whether financial resources are utilized to implement activities in accordance with the various projects budgets and relevant PIDs.8. Promote collaboration and cooperation with other divisions/departments at IMO, participate in cross-divisional activities.9. Coordinate the project’s engagement with the UN system on matters relevant to the whole subdivision, engaging with other relevant subdivisions and divisions.10. Act as focal point for internal and external audits of the Division, evaluations of the projects and IOEO additional audit and evaluation requests, including coordinating responses and follow up action for the appropriate closure of recommendations and observations.11. Respond to queries concerning the work of the subdivision from external stakeholders (e.g. Member States, the UN and its specialized agencies, international organizations, industry, research establishments etc.) and from other areas of the Secretariat.12. Continuously update projects joint visibility items (fact sheets) and projects website, coordinate joint visibility actions of projects (and ITCP/other Secretariat-wide initiatives, implementation efforts);13. Participate in division and Secretariat-wide strategic planning, programming processes, advising the Head of Projects on follow-up action of key resolutions and policy decisions of the Organization and monitor their implementation.14. Perform any other related duties, as may be required by the Head of Projects

Required Competencies

1. Capacity for independent planning and working under general guidance, exercising a high degree of initiative and judgement.2. Proven organizational and coordination skills, including collaboration with internal and external stakeholders.3. Excellent oral and written communication skills, including the ability to draft effectively and to convey information in a logical manner. Demonstrated solid presentation skills. 4. Good interpersonal skills and ability to build and maintain effective and harmonious working relationships in an international and multi-cultural environment.5. Ability to proofread documents of an administrative nature. 6. Demonstrated ability to multi-task and work under pressure to tight deadlines, whilst maintaining accurate, and high-quality output.7. Sound judgement to make sound decisions based on information gathered and analysed.8. Business and process improvement mindset with the ability to think long-term

Experience

At least six years’ relevant professional experience in an administrative/coordination role is essential. A minimum of two years’ relevant professional experience providing a full range of administration coordination to a manager of a team of at least 20 people is essential. Experience with strategic analysis, projects delivery monitoring and reporting is essential. Experience within the UN system or in an international organization would be an asset

Education

Secondary education to university entrance standard. Formal executive coordination training would be an asset

Language Skills

Proficiency in English (written and spoken) is required. Proficiency in any another United Nations official language would be an asset

Others

Proficiency of all MS Office applications, especially Word, Excel and PowerPoint is required. Experience in organizing meetings is essential. Proficiency in the use of SharePoint and an ERP system (e.g., SAP) would be an asset