IOM Is Hiring An Administrative Assistant (Contract) To Start Work In The UK 2024 Apply Online

Host

IOM

Target Audience

International Applicants

Introduction

As a specialised UN agency, IMO ensures that shipping is safe and sustainable so that everyone can continue to enjoy its benefits across the globe.

IOM Is Hiring An Administrative Assistant To Start Work In The UK 2024 Apply Online

Vacancies are open to all qualified candidates as the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity. IMO seeks to increase the number of women at senior levels and, therefore, qualified women are particularly encouraged to apply.

IMO seeks to increase geographical diversity amongst its staff and due regard will be given to diversity considerations in the recruitment process, particularly to nationals of Member States that are currently unrepresented in the Secretariat. IMO will make every effort to facilitate the employment of persons with disabilities and reasonable accommodation for applicants with disabilities will be made to support participation in the recruitment process.

Contract Information

IMO temporary contracts are limited to a period of up to 2 years in quarterly contracts based on funding, role requirements and performance.  There will be no expectation of conversion of employment to another type of contract. 

Our temporary positions are full-time and are only open to candidates with right to work in the UK. Please check your right to work before applying to this role.

Please note that candidates are expected to be immediately available or have a short-notice period.

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Salary

£2,578 net per calendar month (free of income tax in the UK) subject to assigned role.

Purpose of the Post

IMO is seeking to engage a number of temporary employees to provide full-time operational and administrative support to several functional areas of the Organization throughout the year.

Main Duties and Responsibilities

1. Provide integrative and adaptive coordination support, including the day-to-day operational and contractual matters, implementation and assessment of progress of tasks.
2. Prepare and update meeting documents; correspondence, meeting files; draft reports and briefs; including the preparation of tables, graphs, spreadsheets and presentations.
3. Support IMO working/drafting groups during meetings and assist, as required.
4. Proofread and monitor quality and uniformity of correspondence and where necessary edit all correspondence, documentation and reports to ensure an excellent standard of language, grammar and spelling as well as presentation, in conformity with established IMO practices and with the IMO Style Guide.
5. Assist in the coordination of meetings at IMO Headquarters or virtual meetings (via Teams or Zoom), as appropriate, ensuring internal logistical processes are followed for the effective preparation of the meeting.

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1. Communicate with participants; disseminate meeting information and materials in consultation with the line managers in the relevant Section.  Liaise with focal points and sub‑contractors in the field, as required.
2. Assist in monitoring the execution of budget (control of procurement aspects of the various contracts) through SAP and manage all procurement aspects including the preparation and control of the budget by maintaining accounts of the status of expenses for travel, contractual arrangements, planned commitments, etc. Produce statistical reports and statistics in Excel.
3. Prepare purchase requisitions and framework requisitions in SAP, as well as goods receipt on delivery of purchased services or goods.  Subject to travel restrictions being lifted, process trips in SAP by coordinating travel and visa arrangements, in consultation with the line manager and internal or external stakeholders on related matters such as accommodation, security clearance, meet and greet, etc.
4. Organize databases and maintain the electronic filing system on SharePoint including all confidential files, administrative and finance-related files, project files, and other files.
5. Maintain the diary and advise the line manager of all forthcoming meetings, commitments and appointments providing well-researched files with relevant background information, drawing attention to issues related to the work of the Section.
6. Maintain and update webpages on the IMO public and intranet website.
7. Perform any other related duties within the relevant Section and cover for other administrative staff, as may be required.

Required Competencies

1. Solid organisational and analytical skills.
2. Ability to prioritise tasks, manage time efficiently to meet deadlines.
3. Thoroughness and meticulous attention to detail, ensuring accuracy of output.
4. Sense of initiative and capacity to work under minimal supervision.
5. Ability to adapt to a broad range of tasks and work under pressure to tight deadlines or at short notice.
6. Ability to work harmoniously, build and maintain effective working relationships with staff at all levels in a multicultural team.
7. Ability to maintain confidentiality and to deal with all situations and interactions tactfully.

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Professional Experience

At least four years’ experience in relevant secretarial roles or administrative support functions. Experience within an international organization would be an advantage.Education

Secondary education or equivalent to university entrance standard. Relevant qualification or training would be an advantage.Language Skills

Complete proficiency in English. Working knowledge of any other official UN language would be an advantage.Other Skills

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Proficiency in Microsoft Office applications is required. Knowledge of Microsoft Teams, Zoom, or similar video conference platforms highly desirable.  Excellent numerical, proofreading skills and drafting capability. Working knowledge of SharePoint and Enterprise Resource Planning (ERP) systems such as SAP or similar platforms would be an added advantage. 

Please upload an ANONYMISED CV to support your application.

Your application will be disqualified if your name or contact details are included in the CV or the file name.

In furtherance of the aforementioned objectives, when a position in the professional category is advertised externally, candidates will be considered in two tiers. 

First-tier candidates will be considered at the same level as internal applicants and therefore, have an advantage over other applicants. The tiers are for the order of consideration of applications and does not supersede the criteria in the vacancy notice. First-tier candidates are:

1. Internal candidates
2. External female candidates (for positions at P-4 and above grades); and
3. Candidates from unrepresented Member States

The list of unrepresented Member States as of May 2024 is provided below for reference. The list will be updated periodically.

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