Senior Project Assistant - Department Of Partnerships And Projects

London

Organization: IMO - International Maritime Organization
Location: London
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Administrative support
- External Relations, Partnerships and Resource mobilization
- Project and Programme Management
Closing Date: Closed

Provide integrative and adaptive project coordination support, including the day-to-day operational and contractual matters of the project.
Track the implementation and assessment of progress of each activity under the project, including activities undertaken by the project’s Global Industry Alliance.
Monitor the execution of the Budget (control of procurement aspects of the various contracts) and using IMO’s ERP system (SAP) manage all procurement aspects of the project including the preparation and control of the project’s budget by maintaining accounts of the status of expenses for travel, contractual arrangements, future planned commitments, etc.
Review and reconcile quarterly financial reports, cash books and associated documents submitted by Regional Coordinating Organizations and Executing Partners; prepare reports for IMO Financial Services and monitor processing into SAP to verify that the financial transactions have been completely and accurately recorded.
Maintain detailed project accounting, checking, reconciling and clearing expenditure for the three funds, i.e. GEF-UNDP fund; funds from the IMO’s Integrated Technical Cooperation Programme (ITCP) and Global Industry Alliance Trust Fund and independently prepare and manage the mandatory project financial reports and any other interim progress reports to be submitted to GEF-UNDP.
Manage and maintain project databases related to project implementation and expenditure.
Coordinate with IMO Financial Services and Management Accounting Services (MAS) regarding financial and budget matters.
Coordinate with IMO’s Technical Cooperation Division regarding ITCP activity planning; and submit activity profiles/requests for funds, and liaise with other IMO’s Divisions as needed.
Prepare specific Project Implementation Documents (PID) and follow up approval and implementation on SAP.
Communicate with the Project Lead Partnering Countries (LPCs) and Regional Coordinating Organizations (RCOs) regarding the financial procedures, procurement and financial reporting using IMO standards, including accounts reconciliation and planning of activities budget.
Independently manage all the administrative aspects related to the project financial closure towards end of the project.
Arrange recruitment of consultants and experts and coordinate their travel for project activities.
Address administrative and financial enquiries from LPCs and RCOs and also from IMO internal stakeholders (FS, MAS and Internal Oversight Services - IOS) in coordination with the Project Technical Analyst and the Project Technical Manager.
Undertake field missions, if requested, to support any progress meetings to discuss financial and budget matters of the Project (such as GPTF or ExCom) as well as global events where extra administrative support will be necessary, such as the Project R&D Forum or the GEF International Waters Conference (IWC).
Assist in the operation of the project website and the development of communication materials if required.
Undertake other duties related to the implementation of the project, as may be required.