Distribution Administrative Assistant - Administrative Division

Registry and Despatch duties

Under the immediate supervision of the Head, Sales and Marketing and the general supervision of the Chief, Central Support Services the incumbent will:

1. Monitor all mailroom-related contracts for external service providers (including couriers): prepare and update terms of reference and statistics, check and approve invoices for payment; 
2. Prepare input for the mailroom budget and keep track of ongoing expenses; 
3. Maintain accurate records for all mailroom interactions, update the procedures document for the mailroom as and when required; 
4. Manage the info@imo.org email account making sure replies are dealt with promptly; 
5. Prepare letters and packages for delivery (including processing of courier requests online), ensuring the most efficient and cost-effective delivery method is used; 
6. Oversee the courier service for visas; 
7. Supervise one staff member (Messenger); 
8. Perform other duties, including covering for the Messenger, as required. 
9. Enter publication orders’ shipment details into the relevant booking system, paying attention to detail and ensuring the most cost-effective shipping service is used;
10. Manage timely collections of packed orders from IMO and the external warehouse, liaising with external suppliers;
11. Monitor publications stock levels at IMO and, when required, arrange for stock to be replenished from the external warehouse for orders to be fulfilled without delay;
12. Replenish stock in the packing area and set aside obsolete and damaged copies;
13. Cover for and assist Despatch Clerks:
a) Prepare orders for despatch: pick and pack books of various sizes, ranging from single items to pallet orders 
b) Receive new deliveries and ensure their safe and efficient storage in the despatch room and storerooms.

Central Support Services duties
Under the immediate supervision of the CSS Principal Administrative Assistant and the general supervision of the Chief, Central Support Services, the incumbent will:

14. Perform asset tagging, tracing, count, disposal and record management of the IMO assets.
15. Perform protocol tasks, including correspondence/filing and record management of IMO entitled staff, UK Government Agencies and duty-free related vendors.
16. Perform time management tasks for CSS – as back-up of the CSS Principal Admin Assistant.
17. Perform year end related tasks related to protocol and assets (including external and internal reporting) as determined by the supervisor. 
18. Perform any other duties as required.