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Senior Administrative Assistant - Legal Affairs And External Relations Division

London

  • Organization: IMO - International Maritime Organization
  • Location: London
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Legal - Broad
    • Administrative support
    • External Relations, Partnerships and Resource mobilization
  • Closing Date: Closed

1. Provide secretarial and administrative support to the Deputy Director/Head, Legal Affairs Office (LAO) and Legal Officers including preparation, drafting, proofreading and editing of IMO documents, typing and retrieving of meeting documents from the network, and maintaining an updated filing system. Draft correspondence relating to legal matters.

2. Prepare files, type, proofread and check for accuracy documents for the Legal Committee, Council, Assembly and diplomatic conferences, ensuring an excellent standard of language, grammar and spelling as well as presentation in conformity with the established IMO practices and with the IMO Style Manual.

3. Under the direct supervision of the Deputy Director/Head, Legal Affairs Office examine and collate candidatures to the Council, prepare correspondence related to the elections of Council Members and draft relevant documents.  

4. Manage the administration of LAO meetings, establishing deadlines and monitoring the flow of documentation, ensuring that deadlines are met.

5. Assist the implementing officers in the planning, organization, implementation and reporting of technical cooperation related activities. Liaise with focal points and sub-contractors in the field. 

6. Provide secretarial services to committees, working and drafting groups and other bodies, including assisting delegates, preparing and updating meeting documents, as well as assisting in the preparation of draft reports and briefs and provide assistance to delegates.

7. Type, compile annexes and collate multiple drafts of submission to the United Nations Appeals Tribunal. 

8. Research for background material to support the preparation of legal reports and prepare files for meetings or supervisors’ missions, collecting required data, and assembling relevant documentation.

9. Answer enquiries, arrange appointments and welcome visitors, or make alternative arrangements in the absence of the supervisor.

10. Prepare requests for translations and duplication and assemble relevant documentation, control and follow-up requests. Liaise with Documents Section regarding the translation and distribution of the LAO’s documents. 

11. Undertake the LAO’s financial, administrative and travel arrangements, through SAP. 

12. Liaise with the Assistant to the Director and with the Chief of Staff and other staff within the Executive Office of the Secretary-General (EOSG), on coordination of work and ensure that all drafts for submission to the EOSG are correct and meet all their requirements. 

13. Liaise with staff in other Divisions at all levels, particularly during meetings of the committees, Council and Assembly and diplomatic conferences. 

14. Maintain and keep up to date office files, meeting files and other records of documents and correspondence in the Legal Office Log, including leave records of the LAO. 

15. Undertake any other duties as may be assigned by the Deputy Director/Head, Legal Affairs Office and the Legal Officers, as may be necessary.
This vacancy is now closed.
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