Maritime Administrator - Maternity Cover
International Transport Workers Federation
Length of contract
12 month
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
We are looking for a highly organised individual to support the delivery of the maritime sections' organisational work programme. With responsibility for organising meetings and conferences, and providing administrative support. As Maritime Administrator, you will play a key part in supporting the operational delivery of international conferences and governance meetings in line with the organisational constitution and contributing to the success of the maritime sections' organisational work programme. 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, meetings, and conferences.
Responsibilities
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 or 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 Criteria:
- Proven experience in booking travel-related services.
- Proven experience in meeting organisation
- High-quality administrative skills;
- Proven organisational skills, Accuracy and attention to detail
- Excellent written and spoken English;
- Experience writing meeting documents and minutes, and reports
- Flexibility in working as part of a wider team
- Experience in database management;
- Proficient in using standard office equipment and other relevant software
- Ability to undertake international travel, as required
- Commitment to social justice and trade unions, or experience working in a mission-driven 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
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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