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Administrative Assistant - Administrative Division


  • Organization: IMO - International Maritime Organization
  • Location: London
  • Grade: Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2022-09-02

The incumbent will provide broad administrative support in the following areas:

Human Resources Services

  1. Prepare the appointments and maintain master data of the World Maritime University (WMU) staff members in the SAP-HR system and record relevant documentation and information.
  2. End-to-end management of separation processes for staff members. Keep master data up to date and accurate, before each payroll run.
  3. Update and maintain salary scales, specifically for General Services staff, in the SAP HR system, harmonizing them for WMU.
  4. Address queries from UNJSPF and staff regarding UNJSPF entitlements, rules and regulations.
  5. Draft administrative correspondence such as letters, emails, memoranda or minutes for various bodies and meetings.
  6. Ensure timely transfer of  master data to the UNJSPF through the HR interface and investigate issues with the data transfer, liaising with the ERP technical support and/or UNJSPF.
  7. Ensure timely transmission of all UNJSPF documents to the staff members for separations, validations, restoration of contributions and other entitlements.
  8. Liaise with Financial Services for the preparation of pension year-end schedules and liaise with UNJSPF on arrears of contributions, over payments etc.
  9. Provide administrative support to the Advisory Board on Compensation Claims (ABCC) and Staff Pension Committee (SPC) Secretaries on accident and disability claims.
  10. Prepare statistics, update trends and compile periodic reports for senior management relating to UNJSPF, insurance and other third parties.
  11. Prepare benefit estimates, final benefit calculations and local track estimates for staff members and retirees, explain such estimates to the staff and beneficiaries.
  12. Collaborate with UNJSPF or third parties (e.g.  beneficiary legal representative) to resolve staff/beneficiary issues and discrepancies in entitlements and benefits.
  13. Perform other related duties as requested.

Financial Services

  1. Prepare and review the list of personnel changes for all WMU staff and verify against the SAP HR and Payroll System (PA20 and liaise with WMU for any inconsistencies.
  2. Process additional inputs into the SAP HR and Payroll System for other payments and deductions (e.g.  overtime, salary advance, Swedish national insurance).
  3. Perform simulation of payslip and conduct the  necessary error verifications. 
  4. Perform live payroll processes including generate variance report for all staff for all payroll “info types” and investigate any differences against the authorized changes.
  5. Generate the net payroll results report and perform all necessary checks and resolution of discrepancies.
  6. Generate simulated payslips for all WMU staff, ensure timely transfer of records to WMU for verification and  resolve any discrepancies.
  7. Conduct final payroll posting including simulation for early redressal of errors. resolve any error messages.
  8. Transfer HR payroll data to UNJSPF through the automatic interface system.
  9. Liaise with Financial Services to prepare invoices to WMU for the total amount payable to IMO for UNJSPF contributions for the month and monitor timely receipt of the payment.
  10. Ensure regular transfer of all financial data to UNJSPF through the Finance interface and investigate any discrepancies.
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.