Principal Secretary Job

Vacancy notice number: G.S. 17-16
Admin number: ADMIN/17/54
Post number: 5-2836
Contract Information: The first year of contract will be probationary, with possibility of extension subject to satisfactory performance. This vacancy is for local recruitment only*.
Date of issue: 22 August 2017
Deadline for applications: 19 September 2017

Salary Information: Approximately £27,769 per annum (subject to deductions), free of income tax in the UK. Excellent benefits including medical insurance and UN pension scheme.

Purpose of the Post
Under the overall supervision of the Chief of Staff and the immediate supervision of the designated official in the Executive Office of the Secretary-General (OSG), the incumbent will perform a variety of clerical duties in support of the Executive Office.

Required competencies
a) Thoroughness and meticulous attention to detail, ensuring accuracy of output and neat work presentation.
b) Exercise right judgement, integrity, tact and discretion in all matters.
c) Reliability and the ability to prioritise tasks, manage time effectively, meet deadlines, high level of initiative.
d) Communicate effectively with stakeholders from diverse cultural backgrounds.
e) Ability to interact harmoniously at all levels, both within and outside the Organization, with excellent interpersonal skills.
f) Ability to work as part of a team and organise work independently, quickly and accurately.

Professional experience
Minimum five years’ experience in a similar role. Experience within the framework of the United Nations Common System would be an asset.

Secondary education or equivalent (i.e. ‘A’ levels, Baccalaureat, Bachillerato, etc.) to university entrance standard. Higher education may be considered in lieu of professional experience.

Language skills
Complete proficiency in English (oral and written) and ability to draft clearly and concisely are essential. Knowledge of any other UN official languages would be an asset.

Other skills
Excellent computer skills (all MS Office applications) are essential. Knowledge and experience of working with databases, ERP (e.g. SAP) and web editing would be highly desirable.

How to apply
Applications must include an up to date Personal History Form (also available from our website and should be accompanied by a cover letter stating the reasons for applying and experience relevant to the post. Applications should be sent to the following email address: Only applications submitted via email will be accepted.
Please state Vacancy Number G.S. 17-16 as well as the title of the post in the subject line.

Please do not send applications via multiple routes.
Your application will be acknowledged only in the case that you are short-listed for interview.
Shortlisted candidates will be tested in all relevant areas.

1. Assist with the handling and recording of all documentation and correspondence passing through the Executive Office of the Secretary-General (EOSG) and its subsequent transmission or filing. Assist with providing responses to internal and external enquiries on the status of correspondence and follow up communications as necessary.
2. Maintain electronic files of correspondence and confidential files on SharePoint.
3. Assist with the continued improvement of internal Secretariat procedures and processes.
4. Scrutinize letter submissions in English, French and Spanish for compliance with IMO practices and the IMO Style Guide. Draft routine correspondence in English and provide secretarial services to the Office of the Secretary-General (OSG).
5. Prepare and finalize the “As delivered” speeches of the Secretary-General to circulate as necessary.
6. Maintain and update webpages on the IMO website and Intranet relevant to EOSG as well as acting as the focal point for management of the public and private document libraries of the internet.
7. Maintain the monthly leave record of the Office of the Secretary-General for approval; screen incoming leave requests submitted to the Secretary-General for approval and maintain a calendar of directors’ and other senior management leave.
8. Perform functions of principal SAP requisitioner, raising purchase requisitions for any goods or services, including consultant and temporary contracts.
9. Raise travel requisitions through SAP for the OSG as required.
10. Collect documentation for the Office and prepare all meeting files, as instructed, for the Secretary-General, and others as necessary, and ensure appropriate archiving.
11. Perform other duties and assist other staff in the OSG, in their absence and as required.

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