Senior Administrative Assistant - Marine Environment Division

Under the direct supervision of the Head of Office, the incumbent will deliver the following varied and cross-functional tasks.

General Administration and Office Management

• Assisting the Head of Office in day-to-day running of the office.
• Working alongside and supervising the work of the Administrative Assistant.
• Coordinating with the International Maritime Organization (IMO) on administrative, human resource, and programme related matters. Coordinating with the Mediterranean Action Plan of the United Nations Environment Programme (UNEP/MAP).
• Providing secretariat services to committees and working groups, including, drafting and circulating agendas, meeting notes, preparing background documentation, meeting minutes, and monitoring follow-up actions.
• Drafting of complex correspondence, memos and reports. Editing, proofreading and formatting technical documentation. 
• Assisting in the preparation of routine work progress and financial reports for submission to IMO and UNEP/MAP.
• Organising high level/strategic/technical events that fall under the purview of the Head of Office. 
• Coordinating REMPEC’s contribution to the duty station’s United Nations Security Management Team (SMT) in support of the Head of REMPEC.
• Establishing and supervising internal file management systems for the programme/project activities, including confidential files.

Contract Administration

• Monitoring deadlines for commitments, contracts and memorandums.
• Managing day-to-day administration of contracts, liaising with contractors and sub-contractors for consultancy services, maintaining accurate records.
• Managing procurement processes in liaison with bidders and IMO Procurement.
• Reviewing invoices from consultants/companies against contracts, for clearance for payment.

Human Resources oversight and administration

• Liaising with IMO on HR matters related to staff rules, policy issues, entitlements, etc.
• Serving as primary focal point, in conjunction with Head of Office for administrative and policy aspects of human resource matters. Providing information to staff/consultants on conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
• Coordinating and supporting the management of staff contracts.
• Processing documentation related to diplomatic requirements and privileges in liaison with the host government.
• Performing any other duties, as may required.