Technical Cooperation (TC) activities
1. Organise, monitor and track all TC activities and missions, i.e. training courses, workshops, seminars and meetings, in accordance with established procedures including:
2. follow-up on pending matters relating to Programme Implementation Documents (PIDs) and other TC activities carried out under approved programmes;
3. draft routine correspondence in English and Spanish, including letters and communications with Focal Points in host countries, activity participants and their administrations, UNDP country offices regarding arrangements for participants' travel, in accordance with established procedures and maintain all appropriate records;
4. ensure that all administrative work involved in consultants’ recruitment is carried out on time, monitor and manage the timely receipt of TC activities’ reports from consultants, summarise, analyse and review the collated information from evaluation questionnaires following TC activities to verify accuracy;
5. collate information, prepare and upload lists of participants of TC activities in SAP;
6. prepare and follow-up financial/administrative and travel arrangements through SAP by raising Purchase Requisitions for consultants’ fees, publications and Framework Requisitions for group training, etc.; and,
7. provide continuing support to the TC activities implemented by the IMO Regional Coordinator in the Caribbean region, and any potential implementing partners/agent(s) in the regions.
Management and maintenance of intranet and web applications
8. Regularly monitor and update the Sections' intranet and website.
9. Regularly update training activities undertaken in Latin America and Caribbean in each Country Maritime Profile module, in GISIS database.
10. Assist Member States in the regions to submit requests for technical assistance.
General administration
11. Prepare documents in English and Spanish, draft routine correspondence in English and Spanish, including letters, emails, memoranda, reports, statistics, etc.
12. Prepare and proofread documents in English and Spanish including meeting documents, mission reports. Prepare rough translations from English and Spanish (and vice versa) of documents as required.
13. Take notes and prepare minutes of meetings.
14. Prepare briefs and documents for IMO meetings.
15. Research background material to support the drafting of reports and other documents.
16. Maintain all filing systems (electronic and/or hard copies) for all activities of the Sections.
17. Propose and plan most cost-effective travel arrangements for the Heads of Section and other officers, as required, in consultation with the IMO Travel Unit.
18. Prepare files for meetings of TCID Chiefs and Head of Section and officers' mission.
19. Liaise with staff within the Division, as well as other Divisions, regarding duties and responsibilities of the Sections.
20. Arrange appointments and welcome visitors to the Sections, provide information on IMO for visitors and respond to enquiries about the work of the Section.
21. Provide general administrative back-up to the Sections’ Principal Programme Assistants.
22. Perform other related duties within the Division and provide cover for staff, as may be required.