Administrator Global/Maritime (Multiple Vacancies)

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 workers' rights, equality and justice globally. We are the voice for nearly 18.5 million transport workers worldwide. We have offices in London, Abidjan, Amman, Brussels, Geneva, Hong Kong, Montreal, Nairobi, New Delhi, Panama City, Rio de Janeiro, Singapore, Sydney, and Tokyo, with members spanning the globe.

About the role

We are looking for a highly organised individual to support the delivery of the ITF sections’ organisational work programme. With responsibility for organising meetings and conferences and providing administrative support. Are you passionate about delivering high-quality administrative support in a global context? The ITF is looking for several proactive and detail-oriented Administrators to join our Maritime and Global Administration teams.

As an ITF Administrator, you will play a key role in supporting the operational delivery of international conferences and governance meetings in line with the organisational constitution, and contribute to the success of the maritime section's organisational work programme. You will work with colleagues and external stakeholders worldwide to ensure smooth delivery of the administration function, including the logistics of our global activities, meetings, and conferences.

The ITF constitution sets out the following aims:

• Promote respect for trade union and human rights worldwide
• Work for peace based on social justice and economic progress
• Help our affiliated unions defend the interests of their members
• Provide research and information services to our affiliates
• Provide general assistance to transport workers in difficulty

Responsibilities

Key Duties and Responsibilities:

• Organising international meetings and conferences: creating registration platforms for meetings; venue sourcing; budgeting & forecasting; delegate management; managing rooming allocations, catering and audio-video (AV) requirements; arranging interpreters when required; booking international travel and supporting visa processes.
• Documentation: assisting with the drafting and proofreading of documents for meetings and conferences in line with the appropriate templates and procedures; minute-taking and report writing at committee level; liaising with the in-house translation coordinators to ensure documents are submitted on time and dealing with related queries; creating document packs for meetings and conferences.
• Administration: drafting, proofreading and formatting internal and external communications in line with ITF templates and standards; processing supplier invoices; other general administrative duties as required.
• Membership: maintaining accurate records and updating ITF databases and other tools, including CRM, to ensure governance committee membership and contact records are up-to-date.

Process and Service Delivery:

• Carry out core tasks related to finance, administration, or operations such as data entry, reconciliation, document preparation, processing transactions, or travel coordination
• Maintain accurate digital and paper records, ensuring data is processed consistently and securely
• Respond to internal and external queries in a timely and courteous manner, escalating more complex issues where appropriate

Communication and Team Support:

• Liaise with colleagues, suppliers or affiliates regarding bookings, payments, documentation or routine requests
• Support other team members during peak periods, leave or absences
• Provide information clearly and reliably across multiple channels

Systems and Tools:

• Use systems such as finance software, CRMs, databases, booking tools or document management platforms
• Ensure entries are coded, filed, or reconciled correctly according to team procedures
• Help maintain and improve systems by flagging inconsistencies or contributing to updates

Meeting and Event Support:

• Assist in organising travel, logistics, bookings or documentation for meetings and events
• Liaise with suppliers and venues to confirm arrangements
• Prepare and distribute agendas, action points or participant information packs

Routine Financial and Admin Tasks:

• Process invoices, receipts, expenses or payment requests according to agreed timelines
• Assist with regular monitoring
• File and track correspondence, ensuring audit-readiness and data privacy compliance

Skills, Competencies, Experience & Attributes

Essential:

• Strong administrative background with excellent organisation, planning, and prioritisation under pressure.
• Able to manage multiple tasks and projects simultaneously, with flexibility in working as part of a wider team.
• Clear, accurate written and verbal communication with attention to detail.
• Confident working with diverse stakeholders and in multilingual environments (other languages an asset).
• Solid numerical skills, including budgeting and expense reporting.
• Experience with international travel arrangements.
• Works independently and effectively as a liaison for global partners.
• Calm, adaptable problem-solver focused on improving processes.
• Proficient with SharePoint, Teams, MS Office 365,
• Experienced with CRM systems and data handling.
• Able and willing to travel internationally.
• Committed to social justice, trade union values, or mission-driven work.

Desirable:

• Prior knowledge and experience with Zoom, Cvent, and Concur.
• Prior experience with Dynamics365 and Power BI.

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 on our website
• Global Administrator Role Profile and Overview
• Maritime Administrator Role Profile and Overview

Interviews

• The interviews are the week commencing 7th December 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 opportunities 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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