Administration Coordinator - Global

International Transport Workers Federation

About the Organisation

International Transport Workers’ Federation (ITF) is a democratic, affiliate-led federation recognised as the world’s leading transport authority. We fight passionately to improve workers' lives, connecting more than 700 affiliated trade unions from 150 countries to secure rights, equality and justice for workers globally. We are the voice for nearly 18.5 million transport workers across the world.

About the role

As Administration Coordinator - Global, you will supervise and coordinate the work of a team of administrators responsible for providing reliable, high-quality administrative support for international governance meetings and events, and communications to member organisations and external partners. You will work with colleagues and external stakeholders worldwide to ensure the smooth delivery of the administration function, including the logistical aspects of our global activities, contributing to the successful delivery of our Congress cycle and organisational work programme.

Reporting to the Head of Global Administration, you will help to strengthen long-term administrative systems that are efficient, coordinated, and fit for purpose in a complex international environment.

Responsibilities

Strategic and Specialist Delivery:

• Lead the design and delivery of projects, campaigns, and services aligned to departmental and organisational objectives
• Apply expert knowledge and insight to shape and improve strategies, tools, and outcomes
• Translate complex organisational needs into clear, achievable plans and processes

Service and Process Improvement:

• Identify opportunities to enhance systems, tools, or procedures in the area of responsibility
• Provide subject matter expertise to inform policy, process, or service developments
• Evaluate performance or feedback and suggest improvements based on data and insight

Collaboration and Influence:

• Build collaborative relationships across teams, regions, and external networks to achieve shared goals
• Contribute to cross-functional working groups or projects, representing your functional area
• Provide support and challenge to colleagues to improve work quality and alignment

Communication and Engagement:

• Communicate confidently with a wide range of internal and external stakeholders, adapting approach and tone appropriately
• Draft high-quality written content
• Present ideas clearly and persuasively to diverse audiences

Technical/Creative Contribution:

• Take the lead on technical, creative or advisory tasks within your area
• Manage specialist tools, systems or suppliers with a focus on accuracy, quality and continuous improvement
• Train and  support colleagues to build wider team capacity and knowledge

Skills, Competencies, Experience & Attributes

Essential Criteria:

• Proven experience in managing and leading a team; ability to work flexibly and collaboratively as part of a wider team.
• Experience of working in a multicultural, global workplace, demonstrating cultural awareness and sensitivity.
• High-quality administrative skills, including planning, coordination and support for organisational activity.
• Proven organisational skills with the ability to manage competing priorities and deadlines.
• High level of accuracy and attention to detail across written work, data and administrative processes.
• Excellent written and spoken English, with the ability to communicate clearly and professionally
• Experience writing meeting papers, minutes and reports that are clear, accurate and timely.
• Ability to identify issues, use sound judgement and determine an appropriate course of action.
• Ability to analyse data and information to support effective decision-making.
• Proficient in using standard office equipment and relevant software, including databases and virtual meeting tools.
• Ability to work flexibly, including occasional out-of-office hours.
• Commitment to social justice and trade unions, or experience working in a mission-driven organisation.

Desirable Criteria:

• Further experience in coordinating and supervising staff in an administrative and operational setting
• Experience working across multiple time zones or within an international membership organisation.
• Experience supporting the delivery of international meetings and conferences.
• Experience working in a fast-paced and complex organisational environment.
• Experience working with formal governance or compliance documentation.
• Experience drafting correspondence and documents for senior stakeholders.
• Experience producing summaries and reports for international or senior-level meetings.
• Experience in resolving operational and administrative issues independently.
• Experience producing reports and using data to identify trends and risks
• Experience with advanced database management or digital systems improvement.
• Ability and willingness to undertake international travel as required.
• Prior experience working in a trade union, NGO or values-led membership organisation

Compensation & Benefits

• Annual Leave with yearly increment up to 30 days
• Annual Bonus
• Pension Contributions
• Learning and Development Opportunities

Working locations

• Hybrid model, working in the London office and remotely

How to apply

• Apply to our website

Interviews

• Interviews: 18th-19th February 2026

Policies

At the ITF, we are committed to providing an inclusive environment for our team and our affiliates. We see the diversity of our staff as a source of intelligence and our strength. This means that we work creatively to make the most of the unique experiences and perspectives. We are an equal opportunity employer. We welcome all applications regardless of gender, marital status, sexual orientation, pregnancy, race, migration status, colour, ethnic origin, nationality, religion or beliefs, disability, age, political opinions or trade union affiliation or activity.

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