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Documents Management Assistant

International Maritime Organization

Published

13 Oct 2026

Country: United Kingdom of Great Britain and Northern IrelandOrganization: International Maritime OrganizationClosing date: 30 Oct 2026Purpose of the PostThe Documents Management Assistant supports the Documents Control function and IMODOCS (IMO's electronic document repository and distribution system) with documents in the six languages of the Organization.The incumbent will manage the frontline Document Counter service during meetings, taking timely, independent decisions on document management under strict timeframes, including out-of-hours and night shifts, and is responsible for the timely internal and external distribution of documents to interpreters, Member States, NGOs and the Secretariat.The post holder provides office support for all systems during virtual and hybrid meetings, coordinates with the relevant technical Divisions and Sections to ensure efficient distribution of documents, and supports interpreters through the timely provision of documentation. The role also assists the Senior Printer with the printing and distribution of documentation sets for interpreters, delegates and the Secretariat.Required Competencies1. High degree of initiative and sound judgement, with a solutions-oriented approach and consistent emphasis on deadline delivery under high-pressure conditions.2. Technological awareness: proactive use of document management systems and tools, with the ability to identify and propose improvements to work processes.3. Demonstrated ability to coordinate independently with internal and external stakeholders — technical Divisions, interpreters, language sections, delegates and the Secretariat — building and maintaining effective working relationships at all levels.4. Tact, discretion and sensitivity in providing frontline client service within a multicultural, international environment, including autonomous decision-making under strict timeframes.5. Excellent verbal and written communication skills, and flexibility with regard to work hours, including willingness to work night and early shifts to ensure meeting delivery.Professional ExperienceAt least four years' experience in document management, meetings/events management or a related field, within an international, multilingual environment is required. Experience in publishing and/or logistics management is desirable. Prior experience within the United Nations system, or another international organization, in a similar function is an advantage.EducationSecondary education or equivalent to university entrance standard.Language SkillsExcellent command of English, both written and oral, is required. Working knowledge of other official languages of the Organization would be an advantage.Other SkillsProficiency in MS Office applications and document management software is required. The ability to use technology confidently and effectively, and to adapt quickly to new systems and digital tools, is required. Knowledge of IMODOCS and related IMO systems, printing machinery and software is a strong asset. Familiarity with support services to translation and interpretation in the context of conference management is an advantage.Main Duties & ResponsibilitiesDocuments control1 Monitor internal document management systems, including gDoc and IMODOCS, to ensure timely and accurate processing and distribution of all IMO meeting documents and other jobs (e.g. certified copies).2 Liaise directly with submitting officers regarding any queries and transmit corrections, as appropriate, to the translation sections involved.3 Publish final documents on IMODOCS in all working/official languages, without direct input from the line manager.4 Coordinate with the relevant technical Divisions and translation sections during meetings to ensure timely processing of in-session documents.Documents Counter service5 Provide frontline assistance to IMO delegates at the Document Counter, independently answering a wide range of individual queries and requests, drawing on sound knowledge and recollection of decisions and practice from past meetings.6 Distribute hard copies to Member States and NGOs prior to and during meetings according to priorities, and ensure timely distribution of in-session documents, both electronic and in hard copy.7 Work out-of-hours and night shifts independently at the Document Counter, taking timely decisions on document management under strict timeframes.Printing and meeting preparation8 Assist the Senior Printer in the delivery of hard copies, including batch printing of sets (print-on-demand) to support interpreters and the Secretariat.9 Coordinate with the relevant IMO Divisions and Sections involved in IMO meetings to ensure efficient distribution of documents (working papers, briefs, status reports).10 Calculate printing figures for each meeting based on the meeting registration system (OMRS) to ensure PaperSmart distribution of documents.1 Provide documentation (e.g. J papers) to delegations ahead of the start of each meeting in the Plenary Hall, and undertake internal posting of meeting documents to the Secretariat in a timely manner, including preparation of sets for the podium.Support to interpreters12 Provide interpreters with select background publications during meetings, choosing resources based on an understanding of the key issues under discussion.13 Ensure timely transmission of statements received from delegations, in electronic and hard copy, to interpreters' booths and the Secretariat within critical deadlines.14 Distribute meeting documents to interpreters prior to and during each meeting, and liaise with interpreters on documentation issues, including updating publications and reports in the interpreters' booths.Other15 Provide office support for all systems during virtual and hybrid meetings.16 Work night shifts independently, as required, to ensure meeting delivery.17 Undertake other duties connected to the work of the Documentation and Language Technologies Section as may be assigned.Contract Information*Local status requires applicants to have unhindered permission to live and work in the UK.How to applyIMO Vacancy Portal