International Maritime Organization (IMO)

IMO London, United Kingdom

  • 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.
  • Under instructions of the TEST Biofouling 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.
  • In coordination with host countries, prepare information materials for workshops and seminars organized by the project, including drafting an Aide-Memoire and circulating to all participants.
  • 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.
  • 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.
  • Assist in monitoring and tracking all project outputs, in accordance with established procedures and the Monitoring and Evaluation Plan of the project.
  • Assist in monitoring and tracking the project budget, develop budgetary reports, undertake budgetary actions in ERP (SAP) under the supervision of the Project Manager.
  • 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 authorisations, SharePoint mission requests, etc.) with IMO’s Travel Unit using SAP.
  • 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 archived correctly.
  • Assist in the recruitment and support to consultants and liaise with relevant sections of the Organization in this respect.
  • Assist in undertaking project related procurement and in preparing and monitoring implementing partnership arrangements.
  • Provide other administrative support to the Project Coordination Unit as required.

Under the overall supervision of the TEST Biofouling Project Manager, the incumbent will provide project and contract administration support for the implementation of the Norway-IMO TEST Biofouling major project.

  • 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.
  • Under instructions of the TEST Biofouling 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.

  • In coordination with host countries, prepare information materials for workshops and seminars organized by the project, including drafting an Aide-Memoire and circulating to all participants.
  • 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.
  • 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.
  • Assist in monitoring and tracking all project outputs, in accordance with established procedures and the Monitoring and Evaluation Plan of the project.
  • Assist in monitoring and tracking the project budget, develop budgetary reports, undertake budgetary actions in ERP (SAP) under the supervision of the Project Manager.
  • 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 authorisations, SharePoint mission requests, etc.) with IMO’s Travel Unit using SAP.
  • 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 archived correctly.
  • Assist in the recruitment and support to consultants and liaise with relevant sections of the Organization in this respect.
  • Assist in undertaking project related procurement and in preparing and monitoring implementing partnership arrangements.
  • Provide other administrative support to the Project Coordination Unit as required.
  • Proven financial support skills, including financial planning, budget control, financial resources allocation/reallocation, financial reporting audit.
  • Excellent drafting and communication skills.
  • Ability to prioritize tasks and to coordinate regional and national level technical assistance activities, resource mobilization and demonstrated ability to work in an independent manner.
  • Thoroughness and excellent attention to detail in all responsibilities, ensuring consistency in delivery and implementation.
  • Ability to work in a multicultural environment and to establish professional relationships with internal and external stakeholders, at all levels.
  • Demonstrated ability to work in an independent manner as well as part of a team.

Minimum of six years’ experience in financial and/or administrative management, including budgeting and financial and management reporting. Experience in project administration would be an asset. Experience within the framework of the United Nations system or other international organizations would be an advantage.

Secondary education to university entrance standard. Any additional qualifications in project management, financial accounting or bookkeeping would be an advantage

Proficiency in English, both written and oral, is essential. Working knowledge of other official languages of the United Nations will be an asset

Proficiency in MS Office applications, particularly Excel. Experience and knowledge of ERP systems and in website and database design and maintenance would be an advantage

Tags: bookkeeping, financial accounting, financial reporting, financial resources, information systems, logistics, monitoring and evaluation, procurement, project management, project manager, resource mobilization, resources allocation, sharepoint, undss