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Project Assistant (Roster) - Department Of Partnerships And Projects


  • Organization: IMO - International Maritime Organization
  • Location: London
  • Grade: 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: 2022-10-23
  1. In communication with relevant project partners, undertake tasks related to organization of project workshops and seminars, including sending invitations, receiving and tracking country nominations, reviewing and controlling participant information, securing letters of invitation from the host country, etc.
  2. Under instructions of the Project Technical Manager and/or the Project Manager, organize all the logistics for international conferences, training workshops and seminars organized by the project, including venue requirements with the host country administration, hotel arrangements for participants, defining hospitality requirements and arrangements, and preparing meeting materials and registration of participants. 
  3. In coordination with host countries, prepare information materials for workshops and seminars organized by the Project, including drafting an Aide-Memoire, and circulate to all participants.  
  4. Maintain and regularly update information on the project website, including drafting short newsfeeds, and, using Google Analytics or similar website tracking software, prepare monthly reports and statistics on users and impact.  
  5. Maintain communication with IMO’s Media Unit for contributions to the Organization’s media outputs (What’s New, social media, etc.), keep track of project-related threads and report on usage and impact.  
  6. Assist in monitoring and tracking all project outputs, in accordance with established procedures and the Monitoring and Evaluation Plan of the Project.
  7. Organize and coordinate travel for Project staff, other relevant IMO officers, consultants, participants in project events and workshops and other key project stakeholders.  Ensure that all travel administrative arrangements are in place, including visas, insurance and UNDSS security clearance. Monitor travel and coordinate all internal requirements (Travel authorizations, SharePoint mission requests, etc.) with IMO’s Travel Unit using SAP.
  8. Proofread and, when necessary, edit texts and materials prepared for project publications, awareness raising products, reports and IMO documents.
  9. Maintain lists of key contact points for the Project, create and update documents and reports on the project database and information systems, and keep them correctly archived.
  10. Assist in the recruitment and support to consultants, and liaise with relevant sections of the Organization in this respect.
  11. Prepare files for any missions or activities, collecting required data and assembling relevant documentation; make travel arrangements for mission or official leave, of other PCU members and participants in project activities or events. 
  12. Provide other administrative support to the Project Coordination Unit as required.
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.