Associate Office Manager

This position is based in the Executive Office of the Secretary General (EOSG) of the International Seabed Authority in Kingston, Jamaica. The International Seabed Authority is an international organization established under the United Nations Convention on the Law of the Sea (UNCLOS) and the 1994 Agreement relating to the Implementation of Part XI of UNCLOS. The Authority organizes and controls activities in the Area (the seabed and ocean floor beyond national jurisdiction), particularly with a view to administering the resources of the Area. The Associate Office Manager provides high-level executive, administrative, and protocol support to the Secretary-General to ensure the efficient functioning of the Executive Office. The role ensures effective coordination of executive communications, senior management processes, protocol services, and high-level engagements with Member States, diplomatic missions, and external stakeholders, including during missions and engagements of the Secretary General.

Under the overall guidance and the direct supervision of the Secretary General and within delegated authority, the Associate Office Manager will be responsible for the following duties: A. Executive Office Administration and Coordination 1. Manage the Secretary-General’s calendar, scheduling appointments, meetings, conferences, and official engagements. 2. Receive and attend to high-level visitors and dignitaries with discretion and professionalism. 3. Arrange and coordinate senior-level meetings, official functions, and receptions hosted by the Secretary-General. 4. Serve as Ex-Officio Secretary to the Senior Management Group (SMG), including agenda preparation, minute-taking, and follow-up on decisions. 5. Coordinate official travel for the Secretary-General, including liaison with Permanent Missions and counterparts. 6. Prepare briefing materials for official missions, meetings, and high-level engagements. 7. Manage executive correspondence: screening, routing, drafting, and follow-up. 8. Maintain confidential, policy, and executive management files. 9. Coordinate secretarial services within the Executive Office and ensure quality control of communications. 10. Maintain updated directories of senior officials and diplomatic contacts. 11. Conduct background research and information searches as required. B. Protocol and Diplomatic Liaison 12. Advise Permanent Missions and ISA staff on protocol matters. 13. Serve as liaison between ISA, diplomatic missions, embassies, and host authorities in Jamaica and New York. 14. Act as Secretary to the Credentials Committee, overseeing accreditation and credential presentation processes. 15. Maintain and publish the ISA Blue Book of Permanent Missions. 16. Maintain the ISA Order of Precedence List. 17. Organize signing ceremonies for agreements and official instruments. 18. Coordinate official receptions, events, and entertainment hosted by the Secretary-General. 19. Escort ministers, ambassadors, and VIP visitors. 20. Liaise with the Office of Legal Affairs on diplomatic privileges and immunities matters. 21. Coordinate delegation credentials and access passes with the Security and Safety Unit. 22. Liaise with the host government on protocol issues. C. Other Duties 23. Perform other related duties as required.

Professionalism: Sound judgment, confidentiality, organizational excellence, ability to manage multiple priorities. Clear, diplomatic, and effective written and oral communication. Strong coordination, prioritization, and time management skills. Provides guidance and ensures quality outputs where applicable. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Managing performance: Delegates the appropriate responsibility, accountability and decision- making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly.

An advanced university degree (Master's degree or equivalent) in Business Administration, Public Administration, International Relations, Management, Law, or a related field is required. A first-level degree (Bachelor's degree or equivalent) in the specified fields of studies, with two (2) additional years of qualifying work experience may be accepted in lieu of the advanced university degree.

Not available.

Minimum of two (2) years of progressively responsible experience in executive office management, administration, protocol, or related fields is required Experience in international or intergovernmental organizations is required Strong office systems and coordination experience at executive level is required Proficiency in Microsoft Office and digital communication tools is required

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult

https://languages.un.org

for details).

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Required Languages

Language

Reading

Writing

Listening

Speaking

English

UN Level III

UN Level III

UN Level III

UN Level III

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

• The appointment is available for a fixed period of 2 years, and renewal thereof is subject to the availability of the post, funds and satisfactory performance in the role. • ISA reserves the right to not make any appointment to the vacancy, and/or to make an appointment at a lower level from the one advertised. • At the ISA/ United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the • basis of qualifications and organizational needs. • The ISA/United Nations is committed to creating a diverse and inclusive environment of mutual respect. • The ISA/United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. • The ISA/United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. • Only nationals of ISA Member States are eligible for consideration.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.