Administrative Assistant (Roster) - Technical Cooperation And Implementation Division

Under instructions of the Project Manager and the Project Technical Analyst, the Administrative Assistant will:

1. Coordinate participation in project workshops and seminars, including but not limited to:
• sending and confirming invitation, and tracking countries nominations, 
• reviewing and controlling participant information and securing letters of invitation from the host country.

2. Organize the logistics for international conferences, training workshops and seminars organised by the project, including venue requirements with the host country administration, hotel arrangements for participants, defining hospitality requirements and arrangements, and preparing meeting materials and registration of participants. 

3. In coordination with host countries, prepare information materials for all workshops and seminars organised by the Project, including drafting an Aide-Memoire and circulating to all participants. 

4. Assist in maintaining updated information on the project website, including if requested drafting short news-feeds. 

5. Assist in monitoring and tracking all project outputs, in accordance with established procedures and the Monitoring and Evaluation Plan of the Project.

6. Collate information of activities organised by the Project funded by the ITCP/other co-financing, prepare reports on participation and feedback questionnaires, and coordinate information sharing with IMO’s other Divisions.

7. Organize and coordinate travel for Project staff, other IMO officers, consultants, participants in project events and workshops and other key project stakeholders.  Ensure that all travel administrative arrangements are in place, including visas, insurance and UNDSS security clearance. Monitor travel and coordinate all internal requirements (Travel authorizations, SharePoint mission requests, etc.) with IMO’s Travel Unit using SAP.

8. Initiate and draft routine correspondence in English, with minimal instruction, on behalf of the Project Officers as necessary. 

9. Proofread and, when required, edit texts and materials prepared for project publications, raising awareness with products, reports and IMO documents.

10. Maintain lists of key contacts for the project and create and update documents and reports on the database and information systems, and accurately achieve them.

11. Assist in the recruitment and support of consultants and liaise with relevant sections of the Organization in this respect.

12. Assist in drafting minutes and reports of meetings.

13. Coordinate meetings at IMO Headquarters or virtual meetings (via Teams or Zoom), as appropriate and ensuring internal logistical processes are followed for the effective preparation of the meeting.

14. Provide other administrative support to the Project Coordination Unit as required.