Org. Setting and Reporting

This position is based in the Executive Office of the Secretary General (EOSG) of the International Seabed Authority in Kingston, Jamaica. The International Seabed Authority is an international organization established under the United Nations Convention on the Law of the Sea (UNCLOS) and the 1994 Agreement relating to the Implementation of Part XI of UNCLOS. The Authority organizes and controls activities in the Area (the seabed and ocean floor beyond national jurisdiction), particularly with a view to administering the resources of the Area. The Associate Office Manager provides high-level executive, administrative, and protocol support to the Secretary-General to ensure the efficient functioning of the Executive Office. The role ensures effective coordination of executive communications, senior management processes, protocol services, and high-level engagements with Member States, diplomatic missions, and external stakeholders, including during missions and engagements of the Secretary General.

Responsibilities

Under the overall guidance and the direct supervision of the Secretary General and within delegated authority, the Associate Office Manager will be responsible for the following duties: A. Executive Office Administration and Coordination 1. Manage the Secretary-Generals calendar, scheduling appointments, meetings, conferences, and official engagements. 2. Receive and attend to high-level visitors and dignitaries with discretion and professionalism. 3. Arrange and coordinate senior-level meetings, official functions, and receptions hosted by the Secretary-General. 4. Serve as Ex-Officio Secretary to the Senior Management Group (SMG), including agenda preparation, minute-taking, and follow-up on decisions. 5. Coordinate official travel for the Secretary-General, including liaison with Permanent Missions and counterparts. 6. Prepare briefing materials for official missions, meetings, and high-level engagements. 7. Manage executive correspondence: screening, routing, drafting, and follow-up. 8. Maintain confidential, policy, and executive management files. 9. Coordinate secretarial services within the Executive Office and ensure quality control of communications. 10. Maintain updated directories of senior officials and diplomatic contacts. 11. Conduct background research and information searches as required. B. Protocol and Diplomatic Liaison 12. Advise Permanent Missions and ISA staff on protocol matters. 13. Serve as liaison between ISA, diplomatic missions, embassies, and host authorities in Jamaica and New York. 14. Act as Secretary to the Credentials Committee, overseeing accreditation and credential presentation processes. 15. Maintain and publish the ISA Blue Book of Permanent Missions. 16. Maintain the ISA Order of Precedence List. 17. Organize signing ceremonies for agreements and official instruments. 18. Coordinate official receptions, events, and entertainment hosted by the Secretary-General. 19. Escort ministers, ambassadors, and VIP visitors. 20. Liaise with the Office of Legal Affairs on diplomatic privileges and immunities matters. 21. Coordinate delegation credentials and access passes with the Security and Safety Unit. 22. Liaise with the host government on protocol issues. C. Other Duties 23. Perform other related duties as required.

Competencies

PROFESSIONALISM: Sound judgment, confidentiality, organizational excellence, ability to manage multiple priorities. Clear, diplomatic, and effective written and oral communication. Strong coordination, prioritization, and time management skills. Provides guidance and ensures quality outputs where applicable. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision- making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly.

Education

Advanced university degree (Master’s degree or equivalent) in Business Administration, Public Administration, International Relations, Management, Law, or a related field is required. A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies, with two (2) additional years of qualifying work experience may be accepted in lieu of the advanced university degree.

Job – Specific Qualification

Not available.

Work Experience

• Minimum of two (2) years of progressively responsible experience in executive office management, administration, protocol, or related fields is required
• Experience in international or intergovernmental organizations is required
• Strong office systems and coordination experience at executive level is required
• Proficiency in Microsoft Office and digital communication tools is required Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). Required Languages Language Reading Writing Listening Speaking English UN Level III UN Level III UN Level III UN Level III Desirable Languages Language Reading Writing Listening Speaking French UN Level I UN Level I UN Level I UN Level I Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice This position is temporarily available for 364 days. If the selected candidate is a staff member from the International Seabed Authority/United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for…