Title: Administrative Assistant
Vacancy Reference: G.S. 26-06 Administrative Assistant
Location: MARINE ENVIRONMENT DIVISION
Contract Type: Fixed Term
Contract Hours: Fixed Term (Project)
Role: Fixed Term (Project)
Salary:
Approximately £43,490 net per annum, (subject to deductions), free of income tax in the UK. Excellent benefits including medical insurance and UN pension scheme.
Date of Issue: 23/06/2026
Deadline for Applications: 14/07/2026
Purpose for the Post
Under the immediate joint supervision of the Head of the Marine Pollution Section and the Head of the Climate Action and Clean Air Section, and the overall supervision of the Director, MED (in his capacity as the Administrative Secretary for GESAMP), the incumbent will carry out specific financial and administrative duties to facilitate the work of the GESAMP Working Group on Life Cycle GHG Intensity of Marine Fuels (GESAMP-LCA Working Group), the GESAMP Task Team on Exhaust Gas Cleaning Systems (GESAMP-EGCS Task Team), and the GESAMP Working Group on the Evaluation of the Hazards of Harmful Substances carried by ships (GESAMP-EHS Working Group), and provide other support as required.
Main Duties and Responsibilities
1. Provide secretarial and logistics support for the GESAMP Working Group on Life Cycle GHG Intensity of Marine Fuels (GESAMP-LCA Working Group), the GESAMP Task Team on Exhaust Gas Cleaning Systems (GESAMP-EGCS Task Team), and the GESAMP Working Group on the Evaluation of the Hazards of Harmful Substances carried by ships (GESAMP-EHS Working Group), including preparation of contracts and travel arrangements for the Working Group/Task Team members, in line with IMO travel rules, procedures and practice; preparation of meetings and related documents; and addressing logistical inquiries from the Working Group/Task Team members in coordination with the Technical Secretaries to the Working Groups/Task Team.
2. Assist the Technical Secretaries to the GESAMP-LCA Working Group, GESAMP-EGCS Task Team, and the GESAMP-EHS Working Group in managing all procurement and financial aspects of the Working Groups/Task Team by maintaining accounts of the status of expenses for travel, contractual arrangements, future planned commitments, etc., using the SAP system and with reference to the Programme Implementation Documents.
3. Maintain the associated filing systems, keep up-to-date relevant office files, records and documents.
4. Prepare framework/purchase requisitions, goods receipts and travel arrangements, pertaining to the fees and travel expenditures of the Working Group/Task Team members, using the SAP system.
5. Provide secretarial and logistics support, as outlined above, for other IMO-led GESAMP working groups, as may be required.
6. Provide other secretarial support, as required, for the Marine Pollution Section and the Climate Action and Clean Air Section, including for the preparation of IMO meetings and other core work of the teams.
7. Perform any other related duties which may be assigned to support the work of the Subdivision for Protective Measures, the Subdivision for Ocean Policy and Pollution Response, and the GESAMP Office.
2. Assist the Technical Secretaries to the GESAMP-LCA Working Group, GESAMP-EGCS Task Team, and the GESAMP-EHS Working Group in managing all procurement and financial aspects of the Working Groups/Task Team by maintaining accounts of the status of expenses for travel, contractual arrangements, future planned commitments, etc., using the SAP system and with reference to the Programme Implementation Documents.
3. Maintain the associated filing systems, keep up-to-date relevant office files, records and documents.
4. Prepare framework/purchase requisitions, goods receipts and travel arrangements, pertaining to the fees and travel expenditures of the Working Group/Task Team members, using the SAP system.
5. Provide secretarial and logistics support, as outlined above, for other IMO-led GESAMP working groups, as may be required.
6. Provide other secretarial support, as required, for the Marine Pollution Section and the Climate Action and Clean Air Section, including for the preparation of IMO meetings and other core work of the teams.
7. Perform any other related duties which may be assigned to support the work of the Subdivision for Protective Measures, the Subdivision for Ocean Policy and Pollution Response, and the GESAMP Office.
Required Competencies
a) Thoroughness and attention to detail, ensuring accuracy of output.
b) Proactive and reliable approach, with demonstrated ability to organize and prioritize workloads, as well as to work under pressure, to tight deadlines.
c) Ability to interact harmoniously with staff at all levels and to work effectively in a team, within an international environment.
d) Ability to maintain confidentiality and to deal tactfully in all situations and interactions.
e) Excellent oral and written communication skills in English.
b) Proactive and reliable approach, with demonstrated ability to organize and prioritize workloads, as well as to work under pressure, to tight deadlines.
c) Ability to interact harmoniously with staff at all levels and to work effectively in a team, within an international environment.
d) Ability to maintain confidentiality and to deal tactfully in all situations and interactions.
e) Excellent oral and written communication skills in English.
Professional Experience
At least 5 years’ experience in secretarial or administrative work, preferably within an International Organization.
Education
Secondary education up to University entrance standard.
Language Skills
Proficiency in English (oral and written) including ability to draft clearly and concisely is essential. Knowledge of any other UN language, particularly French or Spanish, would be an asset.
Other Skills
Proficiency in MS Office applications, in particular MS Excel, is essential. Experience with the use of ERP software, such as SAP, is also essential.
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
At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.