Administrative Assistant

General Administration, Data and Office Management

1. Provide administrative and  coordination support, including the day-to-day operational  matters:  correspondence, working files, maintaining up-to date records and website,  travel arrangements for officers' mission including the booking of tickets and hotels and processing through SAP and obtaining security clearance in accordance with UN procedures.
2. Provide  secretarial support to the meetings of IMO bodies, intersessional meetings, associated working,  drafting groups and other meetings, including assistance in preparing meetings, meeting room booking, equipment and logistical arrangement,
3. Managing and processing of meeting documents (Secretariat and external submissions) , including compilation, editing, proofreading and formatting of submissions, briefs,  reports, documents for finalization and dissemination.
4. Reviewing of data sources, data acquisition, e.g. from S&P for entries/updates in the relevant GISIS modules and provide support with maintenance and development of GISIS.
5. Conducting data research and extraction for analytical and statistical purposes.
6. Provide support, and liaise with ILO,  on maintenance of ILO/IMO Joint Database on Abandonment cases of seafarers

Training and Technical Cooperation activities

7. Assisting in the organizing and monitoring and tracking of all TC activities including  planning,  implementation and file recording in accordance with establish procedures.
8. Provide broad administrative support to Officers, which includes:

a) drafting letters and communicating with representative presence office,  host countries, participants and their maritime administrations, UNDP country offices with regard to arrangements for participant’s travel, in accordance with established procedures, and maintaining appropriate records;
b) monitoring and managing the timely receipt of TC activities’ reports from consultants, including the review of the collated information from evaluation questionnaires after seminars, workshops and training courses, for accuracy; and
c) preparing financial/administrative travel arrangements through SAP, and
executing activities through the Organization’s financial management system (SAP) in raising purchase requisitions for consultants’ fees, publications and framework requisitions for group training of seminar participants, as well as goods receipts on delivery of purchased goods.

9. Performing any other duties and replacing other administrative staff as required.