Careers at International Maritime Organization

Purpose of the Post

• Under the direct supervision of the Supervisor, English Word Processing Unit, the incumbent will carry out a variety of duties with regard to proofreading and editing of documents. The incumbent will be required to work night shifts and overtime on a regular basis.

Main Duties and Responsibilities

• Proofread English texts for precision, quality and conformity with established standards and policies, ensuring that processing and editorial changes have been accurately and successively incorporated and are reflected in the final version. 
• Edit, insert corrections, format, merge, collate and prepare documents, which include complex tables, reports and special layouts, adapting to technological developments notably in the field of CAT tools (eLUNa).
• Verify the grammar, syntax, references quoted, concordance of English text with the original document to ensure an accurate translation, comparing style, punctuation and spelling, following IMO guidelines.
• Consult editors, translators and revisers in the case of any omissions or discrepancies between the original and the translated text and make proposals.
• Check that all components of the original (source) text are correctly reflected in the final edited/translated document (e.g. cover page, table of contents, official country names, pagination, chapters, paragraphs, titles, figures, equations, annexes, footnotes, charts, appendices).
• Align bi-texts to support the production of high-quality translation memories for computer-assisted translation tools (Document Storage, eLUNa) and related workflow improvements.
• Convert texts into different formats using various software programs (Word, Excel, PowerPoint, Adobe Acrobat), and check the converted text for accuracy.
• Train or guide staff, including temporary employees, on work procedures in the processing of basic and more complex documents.
• Deal efficiently with high volumes of documents and work independently in order to meet competing document deadlines.
• Be prepared to work remotely on night shifts and/or overtime on a regular basis.
• Perform any other duties as required for the effective operation of the word processing team, including document processing and routine office arrangements.

Required Competencies

• Excellent proofreading and formatting skills with demonstrated thoroughness and attention to detail, ensuring the accuracy of output.
• Proactive and reliable approach with the ability to organize and prioritize tasks.
• Ability to handle high volumes of work and to work under pressure to tight deadlines.
• Sense of initiative and capacity to work independently under general guidance. 
• Ability to interact collaboratively and establish working relationships with staff at all levels and to work effectively in a team within a multicultural environment.
• Positive attitude, flexibility and willingness to work late hours, even at short notice.
• Willingness to keep abreast with technology updates.

Professional Experience

• At least four years of relevant professional experience is required. Proficiency or familiarity in using CAT tools would be an asset. Experience in similar work, preferably in an international organization or within the UN system would be an asset. Experience in providing training or guidance on work procedures would be an asset.

Education

• Secondary education or equivalent to university entrance standard. A degree in a relevant subject would be an asset.

Language Skills

• Proficiency in English to mother tongue standard, combined with excellent knowledge of grammar and spelling.

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Purpose of the Post

• The incumbent is responsible for providing business and finance support in the processing, accounting, analysis, monitoring and reporting relating to Accounts Payable, Account Receivable and Cafeteria Financial Operations, as well as providing support to the on-going improvement projects and administrative matters.

Main Duties and Responsibilities
Accounts Payable

• Reviewing and processing requests for payments by: matching and reconciling against approved and goods-receipted Purchase Orders, including confirmation of expenditure coding; identifying and following up mismatched items, initially internally and subsequently seeking supplier amendment where required; checking expenditure reports and creating journals associated with payments made by direct debit.
• Acting as the primary point of contact between the Organization and its suppliers, consultants, temporary employees and contractors regarding financial matters including, but not limited to VAT, provision of duplicate invoices and statements, and preparing and sending correspondence over unresolved disputes or delayed payments and issuance of supplier credit notes.
• Reviewing requests for payments to all supernumeraries, sub-contractors and consultants to ensure they are properly authorized and in line with contract terms, reconciling against the information on the SAP Purchase Order. Ensuring advance payments are consistent with the Memorandum of Understanding, the services requested, IMO’s financial policies and procedures, and covered by the relevant Framework Order.
• Pro-actively identifying and following up incorrectly authorized requests for payments or those which do not comply with the Organization’s financial policies and procedures, internally in the first instance and subsequently seeking clarification from the third party.
• Verifying invoices reported on the suppliers’ statement against the invoices processed for payment or paid to ensure that no invoice is left unpaid or outstanding.
• Reviewing vendor outstanding balances and ensuring that the balances represent valid and correct amount of payable to the vendor, and take necessary action when necessary.

Accounts Receivable

• Invoicing and receipting revenue or refund relating to donor contributions, cafeteria cash and reception sales, publications sales, subletting income, travel recoverable, IOPC Fund rent and other shared costs, ASHI payment by retirees, refund of service incurred medical expenses.
• Reviewing the monthly VAT receivable report, preparing a claim to be submitted to the Foreign Commonwealth Office for approval, following up receipt of amount recoverable from the UK Government, and serving as the Focal Point for the FCDO Auditors.
• Monitoring customer or receivable outstanding balances and issuing or sending regular reminders for the follow-up of payments.
• Reviewing and maintaining customer accounts and ensure that the balances represent valid and accurate amount due from Member States and other customers.
• Maintaining electronic record of documents supporting each transaction, including correspondence.
• Creating and maintaining correct and current customer master record.
• Cafeteria Financial Transactions Processing and Reporting
• Processing of Internal Functions charged to the relevant WBS element with corresponding credit to income of Cafeteria.
• Reviewing and reconciling the daily Cash sales, Loyalty Card sales, and Chip and Pin Sales between the SAP System, Till Receipts and MCR System, and investigating and resolving any discrepancies with the Catering Manager.
• Reviewing and ensuring the accuracy of the balance of the liability for the Loyalty Card top up as at a given period of time, between SAP system and MCR System figures.
• Reviewing, reconciling and validating all income and expense transactions recorded in the SAP system, in the income sheet report and subsequently against the weekly and yearly figures reported in the profit and loss statement report.
• Monitoring regularly the charges made against the Framework Orders and the commitments made against the available budget for all WBS and costs elements.
• Preparing the budget monitoring report showing the budget available, actual charges, commitments and balances for the use of the Catering Manager to assess whether there is a need to raise and increase the value of the Framework Requisition/Order, which will ensure the timely payment of invoices and avoid penalty or termination of the supply of services.
• Preparing the yearly and monthly profit and loss statement and ensuring the accuracy against the weekly financial report.
• Maintaining and reconciling the weekly revenue and expense monitoring report with SAP System and separate reconciliation working papers.
• Maintaining the files and records supporting the monthly and yearly profit and loss statement, and the weekly monitoring financial report.
• Maintaining complete and accurate electronic copies of all source documents and financial working papers and reports.

Projects – Business Process, Controls and Procedures Enhancements

• Providing assistance and support in the on-going projects in the improvement of various business processes, systems, controls and procedures, as well as working papers and forms.
• Maintaining documentation and working paper analysis related to each of the projects.
• Provide support to administrative and coordination in the office (maintenance of intranet pages, SAP focal point).
• Perform any other related duties as assigned.

Required Competencies

• Demonstrated ability to work independently under general guidance, with a high degree of accuracy, initiative, judgement.
• Demonstrated ability to multitask and to work under pressure, whilst maintaining excellent quality and attention to deadlines and details.
• Ability to solve problems in a systematic manner. Able to define a path for problem resolution and deal with obstacles. 
• Capacity to be flexible and open to change 
• Ability to pay attention to internal and external customer needs and adapt as these evolve.
• Good communication skills, ability to draft and present issues in a clear manner.
• Confidentiality and a high degree of tact, and ability to build and maintain effective working relationships with internal and external stakeholders, at all levels, in a multicultural environment. 

Professional Experience

• At least four years of relevant professional experience in financial accounting, analysis and reporting, and administration.

Education

• Secondary education to university entrance standard preferably in finance/accounting.  Part or full professional qualification (CPA, CA or CIMA) will be highly desirable.

Language Skills

• Complete proficiency in English both written and oral. Knowledge of any other UN languages would be an asset.

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Purpose of the Post

• IMO is seeking to engage a number of temporary employees to provide full-time operational and administrative support to several functional areas of the Organization throughout the year.

Main Duties and Responsibilities

• Provide integrative and adaptive coordination support, including the day-to-day operational and contractual matters, implementation and assessment of progress of tasks.
• Prepare and update meeting documents; correspondence, meeting files; draft reports and briefs; including the preparation of tables, graphs, spreadsheets and presentations.
• Support IMO working/drafting groups during meetings and assist, as required.
• Proofread and monitor quality and uniformity of correspondence and where necessary edit all correspondence, documentation and reports to ensure an excellent standard of language, grammar and spelling as well as presentation, in conformity with established IMO practices and with the IMO Style Guide.
• Assist in the coordination of meetings at IMO Headquarters or virtual meetings (via Teams or Zoom), as appropriate, ensuring internal logistical processes are followed for the effective preparation of the meeting.
• Communicate with participants; disseminate meeting information and materials in consultation with the line managers in the relevant Section.  Liaise with focal points and sub‑contractors in the field, as required.
• Assist in monitoring the execution of budget (control of procurement aspects of the various contracts) through SAP and manage all procurement aspects including the preparation and control of the budget by maintaining accounts of the status of expenses for travel, contractual arrangements, planned commitments, etc. Produce statistical reports and statistics in Excel.
• Prepare purchase requisitions and framework requisitions in SAP, as well as goods receipt on delivery of purchased services or goods.  Subject to travel restrictions being lifted, process trips in SAP by coordinating travel and visa arrangements, in consultation with the line manager and internal or external stakeholders on related matters such as accommodation, security clearance, meet and greet, etc.
• Organize databases and maintain the electronic filing system on SharePoint including all confidential files, administrative and finance-related files, project files, and other files.
• Maintain the diary and advise the line manager of all forthcoming meetings, commitments and appointments providing well-researched files with relevant background information, drawing attention to issues related to the work of the Section.
• Maintain and update webpages on the IMO public and intranet website.
• Perform any other related duties within the relevant Section and cover for other administrative staff, as may be required.

Required Competencies

• Solid organisational and analytical skills.
• Ability to prioritise tasks, manage time efficiently to meet deadlines.
• Thoroughness and meticulous attention to detail, ensuring accuracy of output.
• Sense of initiative and capacity to work under minimal supervision.
• Ability to adapt to a broad range of tasks and work under pressure to tight deadlines or at short notice.
• Ability to work harmoniously, build and maintain effective working relationships with staff at all levels in a multicultural team.
• Ability to maintain confidentiality and to deal with all situations and interactions tactfully.

Professional Experience

• At least four years’ experience in relevant secretarial roles or administrative support functions. Experience within an international organization would be an advantage.

Education

• Secondary education or equivalent to university entrance standard. Relevant qualification or training would be an advantage.

Language Skills

• Complete proficiency in English. Working knowledge of any other official UN language would be an advantage.

Other Skills

• Proficiency in Microsoft Office applications is required. Knowledge of Microsoft Teams, Zoom, or similar video conference platforms highly desirable.  Excellent numerical, proofreading skills and drafting capability. Working knowledge of SharePoint and Enterprise Resource Planning (ERP) systems such as SAP or similar platforms would be an added advantage.