General
1 Lead the work of the External Relations Office (ERO) on the various matters under its purview and develop clear goals for the Office, consistent with the agreed objectives of the Division and the strategies of the Organization, and with a multidisciplinary approach and awareness of wider policy implications. Keep abreast of international affairs and maritime knowledge to advise the Director and/or the Secretary General on political and sensitive matters, as may be required.
Leadership & Team Management
2 Lead and manage the External Relations Office team by setting clear goals, providing mentorship, and fostering a collaborative, high-performance culture and lead and develop organization’s external relations strategy in alignment with its overall mission and objectives.
3 Lead external communications during crises, ensuring accurate and timely information is shared with stakeholders and facilitate outreach to new partners and strengthen existing donor relations through transparent and impactful engagement.
4 Develop and lead the organization’s external relations strategy in alignment with its overall mission and objectives.
Accreditation and credentials
5 Oversee and advise on the accreditation of Member States’ Permanent Representatives and Mission staff to IMO, in accordance with the Headquarters Agreement; liaise with senior officials of the Foreign, Commonwealth & Development Office as required.
6 Oversee the review of credentials and preparation of reports and voting lists for the Secretary-General, IMO Council, and Committees. Provide authoritative advice to Member States on credential matters and serve as Secretary to the Credentials Committee at the IMO Assembly and relevant conferences.
7 Oversee and provide advice on the procedures concerning IMO membership and the arrangements concerning new Member States of the Organization, including internal and external correspondence and the maintenance of accurate records. Lead the introductory meeting for new IMO Member States.
Cooperation with IGO’s and NGO’s
8 Oversee the process and provide advice on the establishment of IMO’s formal relationship with intergovernmental (IGOs) and non-governmental organizations (NGOs), including the consideration of these applications by the IMO Council and Assembly. Provide authoritative advice both internally and externally on IMO’s relationships with IGOs and NGOs. Oversee the compilation of information for the Council’s periodic review of NGOs in consultative status with IMO. Oversee the maintenance of accurate records on IGOs and NGOs. Lead the introductory meetings for new IGOs and NGOs.
Diplomatic Protocol
9 Serve as the Organization’s Chief of Protocol, with responsibility for all protocol-related aspects of the Organization, including at events and other activities at IMO Headquarters or away. Ensure the United Nations regulatory framework and practice are followed and adapted to IMO’s needs, as appropriate. Keep abreast of policy and practice evolution to ensure consistency on protocol matters including precedence, arrangements at official events, the use of flags and the presentation of gifts. Provide authoritative advice on protocol-related matters to the Secretary General and the Divisional Directors, as required.
10 Determine protocol-related needs for Heads of State, Heads of Government, Ministers, Ambassadors/High Commissioners and other high-level dignitaries participating in official meetings with the Secretary General. Supervise the assistance provided during the visits of the United Nations Secretary General and the Deputy Secretary-General to the United Kingdom, including any in-transit visits via London airports. Oversee the preparation of protocol-related communications.
IMO events and awards
11 Oversee all arrangements, coordination of meetings, and processing of documents in connection with the following IMO events and awards: (i) the International Day for Women in Maritime, (ii) World Maritime Day, (iii) the World Maritime Day Parallel Event, (iv) the Orientation seminar for IMO delegates, (v) the IMO Awards ceremony, (vi) the International Maritime Prize, (vii) the IMO Honours for Exceptional Bravery at Sea, (viii) the Special recognition for merchant vessels and their crew involved in the rescue of mixed migrants at sea and (ix) the IMO Gender Equality Award.
12 Lead the planning, organization and execution of other official functions and events hosted by the Organization, as required, and provide support and advice to other Divisions on these matters. Oversee the management of the calendar of IMO events on the IMO website, including the liaison with Member States and observer organizations in this regard.
IMO meetings
13 Oversee the preparation of documents and briefs for the IMO Council and the Assembly agenda items under the purview of ERO. Serve as Secretary to the Council’s Intersessional Working Group on Relations with Non-Governmental Organizations (ISWG-NGO).
14 Manage requests from individuals seeking to observe official meetings of the Organization and oversee the guidance to Secretaries of the Committees on the suitability of applicants in line with the existing Policy on the attendance of individuals at IMO meetings and assess the need for policy updates, as required.
15 Supervise all arrangements for the IMO Assembly Heads of Delegation meeting.
16 Oversee the arrangements for the election of officers and scrutineers for the IMO Assembly, Council and diplomatic conferences, as required, the liaison with representatives of Member States and other Divisions accordingly and the maintenance of accurate records. Oversee the management of requests for the IMO Assembly general statements, as well as the arrangements for the general statements’ sessions during the Assembly, including the assistance to the President of the Assembly and the speakers during these sessions.
17 Supervise the work associated with IMO’s liaison with the Host Government to facilitate entry visas for delegates in line with the Headquarters Agreement of the Organization.
Maritime Knowledge Centre
18 Plan, supervise and coordinate the work and outputs of the Maritime Knowledge Centre; manage and keep under review the Centre’s day-to-day activities, including the quality and relevance of services to users; plan and manage the Centre’s budget and the effective and efficient use of resources; formulate MKC policy; prepare guides to facilitate the understanding of current and historical information; and disseminate IMO knowledge on the public website.
Other duties
19 Oversee the timely submission of IMO’s contributions to reports of United Nations system entities and ensure accurate records are maintained on relevant UN programmes, resolutions, and activities, including IMO’s participation and supervise the administration of the IMO internship and externship programmes, ensuring consistency in admission criteria and proper record-keeping.
20 Manage group visits to the Organization, assess and update services offered as needed, and oversee the development of the visitors’ programme.
21 Manage the internal distribution of external meeting invitations and oversee advice provided on IMO staff participation. Act as the United Nations e-Registration focal point for IMO attendees.
22 Monitor and enforce compliance with the IMO Logo Policy, including appropriate use of the IMO name and logo in events, publications, and documents.
23 Monitor changes in the nomenclature of States, territories, and regions; provide internal guidance and ensure the maintenance of accurate reference records.
24 Oversee the Office’s information management, including the maintenance and evaluation of internal databases used by the Secretariat and stakeholders, recommending updates as needed.
25 Represent the Organization at external events, and perform other related duties, as required.