JOB DETAILS:

International Maritime Organization Central Support Services Assistant United Kingdom IMO Jobs 2024

International Maritime Organization looking for “Central Support Services Assistant”. Applicants with an Advanced degree may apply on or before 29-Jul-24.

The International Maritime Organization has published a job vacancy announcement on 08/07/2024 for qualified applicants to fill in the vacant post of Central Support Services Assistant to be based in , United Kingdom. For more jobs, please visit https://unjoblink.org

Company Name: International Maritime Organization

Job Title: Central Support Services Assistant

Duty Station: , United Kingdom

Country: United Kingdom

Application Deadline: 29-Jul-24

Responsibilities:

Contract Information

This is a fixed term post for one year, the first year of which is probationary. The post may be extended subject to funding, continued requirements and satisfactory performance. This post is limited to local status* only. *Local status requires applicants to have unhindered permission to live and work in the UK.Our General Service 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

Salary Information

Approximately £36,143 net per annum, (subject to deductions), free of income tax in the UK. Excellent benefits including medical insurance and UN pension scheme

Purpose

Under the direct supervision of the Principal Administrative Assistant and overall supervision of the Chief, Central support Services (CSS), the incumbent will be responsible for the administration of diplomatic services, assist in the travel functions and provide support in the procurement and other functions in CSS, when necessary

Duties and Responsibilities

Travel ServicesProvide administrative assistance with the official travel of the Organization, advise and assist managers, travellers and those raising trips in the SAP travel module, and liaise with the travel agent in the selection of itineraries, routes and fares.Ensure adherence to IMO’s travel policy and procedures across the Organization. Review all travel requests, travel advances and claims for authorisation by budget holders and adherence to IMO’s travel policy as well as Staff Regulations and Staff Rules.Check trips are compliant with the organization’s policy after analysis of the quotations before drafting ticket authorizations for final review of the Travel Unit’s incumbent.Process travel advances and claims on a timely basis; follow up on open travel transactions and take necessary action.Obtain quotes from the travel agent and prepare trip costings including fare comparisons and other entitlements for the lump-sum travel option.Obtain written evidence to support issued trips, including contracted terms, and supply data to Financial Services for invoicing and recoveries from third parties. Review and process invoices for payment through the travel module in a timely manner. Monitor outstanding travel claims or advances and fares payable to the travel agent.Follow-up on travellers’ claims, sending reminders to staff when trip closures are due. Monitor the timely settlement of all outstanding trips. 10. Administer the processing of visas for IMO staff travelling on mission and liaise directly with Visa Officers.11. Maintain supporting information, such as DSA rates, on websites and SAP travel module and ensure that all travellers are advised on relevant matters prior to travel.12. Provide full cover in absence of the staff.Diplomatic ServicesConsult with and advise officials of the Secretariat of the Organization on matters related to diplomatic privileges.Liaise with the Protocol Department of the Foreign & Commonwealth Development Office (FCDO) on applications for the release of duty-free products, ensuring quotas are not exceeded. Liaise with the FCDO for clearance of other tax-free entitlements as required.Manage the purchase/import of duty-free vehicles with HMRC Customs for authorized officials.Process registration for purchase of new or used vehicle through Diplomatic Scheme with Driver and Vehicle Licensing Agency (DVLA).Manage the de-registration of vehicles for IMO authorized officials with the DVLA and the return of Diplomatic Plates.Process request for diplomatic driving permit for new application, renewal, return, stolen vehicle or change of name/address for IMO authorized officials with the DVLA.Manage the process of quarterly filing of claims for refund of duty and VAT on purchases of petrol, diesel and heating oil used in cars owned and used by IMO senior officials.Liaise with the FCDO regarding penalty parking fines, submitting payment or correspondence and files relating to dispute of fines.Liaise with the FCDO for other privileges and immunities pertaining to authorized officials and entitlements.10. Coordinate with Government agencies such as FCDO, DVLA, HMRC and TFL for other unusual cases/scenarios raised by staff members.11. Manage all matters relating to 1MO car such as refund of duty and VAT on fuel purchases and monitoring of TFL charges.12. Maintain monitoring for all diplomatic requests received and processed.13. Maintain and record all correspondence and files related to the above diplomatic privileges.Other Administrative DutiesProvide support to procurement function: processing purchase requisition into purchase order and coordinating with requisitioner for any queries; searched for suppliers and obtain quotations; and raising vendor master record request through SharePoint and SAP system.Provide support to other CSS functions (external audit coordination, UNDSS matters, financial administration, and intranet pages)

Required Competencies

Excellent oral and written communication skills. Thoroughness and excellent attention to detail in all responsibilities, ensuring accuracy in delivery and implementation. Strong organizational skills, capacity for independent planning and ability to work accurately under pressure and to tight deadlines. Ability to draft effectively and convey information in a logical manner. Ability to build and maintain effective working relationships in a cross-cultural context, with internal and external stakeholders, at all levels.Reliability, tact, discretion and ability to maintain confidentiality and to deal tactfully in all situations and interactions.Ability to analyse complex information, assess impact and recommend most suitable course of action.Excellent client orientation skills

Experience

At least 5 years of progressively responsible experience in administration or finance. Experience in corporate travel management and administration of travel entitlements would be an asset. Experience in any ERP system, particularly the travel module of SAP, is highly desirable. Experience with process improvement and change management would be an asset

Education

Secondary education to university entrance standard

Language Skills

Complete proficiency in English (written and oral) is essential. Working knowledge of any other official languages of the UN would be an asset

Others

Proficiency in MS Office applications, particularly Word and Excel. Knowledge of corporate travel and industry trends is desirable