Central Support Services Assistant - Administrative Division

Travel Services

1. Provide 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.
2. Ensure adherence to IMO’s travel policy and procedures across the Organization. 
3. 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.
4. 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.
5. Process travel advances and claims on a timely basis; follow up on open travel transactions and take necessary action.
6. Obtain quotes from the travel agent and prepare trip costings including fare comparisons and other entitlements for the lump-sum travel option.
7. Obtain written evidence to support issued trips, including contracted terms, and supply data to Financial Services for invoicing and recoveries from third parties.
8. 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.
9. 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 Services

1. Consult with and advise officials of the Secretariat of the Organization on matters related to diplomatic privileges.
   1. 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.
   2. Manage the purchase/import of duty-free vehicles with HMRC Customs for authorized officials.
   3. Process registration for purchase of new or used vehicle through Diplomatic Scheme with Driver and Vehicle Licensing Agency (DVLA).
   4. Manage the de-registration of vehicles for IMO authorized officials with the DVLA and the return of Diplomatic Plates.
   5. 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.
   6. 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.
   7. Liaise with the FCDO regarding penalty parking fines, submitting payment or correspondence and files relating to dispute of fines.
   8. 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 Duties

1. Provide 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.
2. Provide support to other CSS functions (external audit coordination, UNDSS matters, financial administration, and intranet pages).