Job opening

Posting Title:Financial Management Specialist
Job Location: United Kingdom
Skill Required: HR And Admin,
Preferred Experience: 5 Years
Closing Date for Applications: 31th Oct, 2021

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Job Description

Purpose of the Post

Provide secretarial and administrative support to the Deputy Director/Head, Legal Affairs Office, and Legal Officers in the Legal Affairs Office.

Main Duties and Responsibilities

  • 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.
  • Prepare files, type, proofread and check for accurate 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.
  • 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.
  • Manage the administration of LAO meetings, establishing deadlines, and monitoring the flow of documentation, ensuring that deadlines are met.
  • 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.
  • 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.
  • Type, compile annexes, and collate multiple drafts of submission to the United Nations Appeals Tribunal.
  • 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.
  • Answer inquiries, arrange appointments, and welcome visitors, or make alternative arrangements in the absence of the supervisor.
  • 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.
  • Undertake the LAO’s financial, administrative, and travel arrangements, through SAP.
  • 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.
  • Liaise with staff in other Divisions at all levels, particularly during meetings of the committees, Council and Assembly, and diplomatic conferences.
  • 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.
  • Undertake any other duties as may be assigned by the Deputy Director/Head, Legal Affairs Office and the Legal Officers, as may be necessary.

Required Competencies

  • Thoroughness and attention to detail.
  • Proven ability to prioritize, plan and organize work independently and with a high level of accuracy.
  • Ability to work collaboratively in a multicultural environment and to establish working relationships with internal and external stakeholders, at all levels.
  • Ability to work independently under pressure and to deal with a high volume of work and organizational requirements, including to work overtime, as required.
  • Resourceful and able to identify practical solutions to identified issues/challenges.
  • Discretion, tact, confidentiality, and the ability to maintain harmonious relationships whilst maintaining the objectivity of the Legal Affairs Office.

Professional Experience

  • At least 5 years experience in an administrative/secretarial role. Experience as a paralegal or similar would be an advantage.
  • Experience in an international organization would be an asset.


  • Secondary education to university entrance standard. Formal secretarial/administrative qualifications or training would be an asset.

Language Skills

  • Complete proficiency in English (written and oral), including the ability to draft clearly and concisely, and proofreading are essential.
  • Knowledge of any other official languages of the UN will be an asset, particularly French or Spanish.

Other Skills

  • Proficiency in Microsoft Office applications is essential particularly Word, Excel, and PowerPoint. Working knowledge of an ERP system (e.g. SAP) would be an asset.


We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

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