Senior Administrative Assistant - Conference Division

Administrative work  

1. Manage the administration of the French Translation Section (FTS), working closely with translators, officers and coordinating with the French Word Processing team, including organisation of meetings and training;
2. Analyse and submit resource requirements and prepare budget performance submissions to the Office of the Director;
3. Draft correspondence in French and English; take notes during the Section’s meetings and issue minutes;
4. Liaise with the Office of the Director for the implementation of policies, and with other Sections/Divisions within the Secretariat with regard to all activities related to Translation Services;
5. Independently coordinate day-to-day administration of contracts for external translators for outsourced services, liaise with rostered external translators, revisers and others to arrange their contracts. Prepare contract requests, as well as action forms for contractual translations; review translators' invoices; 
6. Manage the Section’s translation platform (DCPMS) and monitor the accuracy of the information in the system; produce, review and analyse statistical data related to FTS;
7. Supervise and train the Administrative Assistant;
8. Keep others informed, conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the Head, FTS;
9. Establish/improve administrative procedures and systems to ensure smooth functioning of the Section, including filing systems;
10. Update and share the monthly International Association of Conference Translators (AITC) rates and archive all relevant correspondence and documentation;
11. Keep records concerning workforce planning (annual and sick leave, recruitment of supernumeraries); create and maintain references and confidential files;
12. Perform other related administrative duties, as required (e.g., identification of resources needs and maintenance of equipment).

 Documentation and reference work

1. Assess the reprise of documents using IMO’s CATT tool (eLUNa) to advise the Head, FTS on the documents suitable for external translation;
2. Coordinate with other Sections and Divisions regarding document queries and share information;
3. Manage and update FTS reference library of publications, electronic directories, glossaries, references and reference tools, as well as the collection of official terminology bulletins and glossaries from other international bodies;
4.  Manage the filing of the archives in the three working languages of the Organization for the use of the French Translation Section;
5.  Ensure efficient registration of all documents processed in FTS, maintain adequate records and prepare relevant statistics as necessary;
6. Perform any other duties, as required.