IMO Delegation Coordinator

Job summary

Can you build supporting relationships with stakeholders?

Are you able to manage priorities in a changing workload?

If so, we’d love to hear from you!

DfT is a high-profile department at the heart of UK government. We work with agencies and partners to support the transport network that helps businesses and gets people and goods travelling around the country. We plan and invest to make journeys better.

Joining our department comes with many benefits, including:

• Employer pension contribution of 28.97% of your salary. Read more about Civil Service Pensions here
• 25 days annual leave, increasing by 1 day each year of service (up to a maximum of 30 days annual leave), plus 8 bank holidays and a privilege day for the King’s birthday
• Flexible working options where we encourage a great work-life balance.

Read more in the Benefits section below!

Find out more about what it's like working at DfTc Policy

Job description

The UK Delegation to the International Maritime Organization (IMO) represents UK maritime interests internationally, working closely with colleagues in the Department for Transport in addition to other government partners such as the Maritime and Coastguard Agency and industry. The IMO is the United Nations specialised agency responsible for the safety and security of shipping and the prevention of marine and atmospheric pollution by ships.

As IMO Delegation Coordinator, you will play a vital role in ensuring that the UK is equipped and enabled to succeed at IMO. You will support the HEO Delegation Manager to manage a wide network of stakeholders whose input is central to preparing UK policy and technical positions for IMO Committees.

You will coordinate the many technical and policy inputs needed for IMO sessions, communicating clear expectations and timelines to teams, to ensure that delivery remains on track. You will also ensure that UK papers are submitted on time, and that the UK delegation is prepared and registered for meetings. This will require excellent customer relationship management and project management skills, and the ability to solve problems proactively.

Your wider administrative responsibilities will be key to ensuring the team functions effectively. This will include corporate responsibilities such as internal communications and supporting the SEO Host Government Manager in managing team finances and financial reporting.

You will support the UK’s diplomatic engagement with IMO member states, organising meetings and events and providing diary management for the PRIMO. There will be plenty of opportunities to gain first hand insights into international engagement, including notetaking at meetings and attendance at events.

Your responsibilities will include, but aren’t limited to:

• Downloading and distributing IMO submissions to relevant subject matter experts.
• Commissioning input from policy leads and subject matter experts for all IMO committees.
• Providing secretarial and reporting duties for internal and external meetings.
• Preparing and submitting UK delegation credentials to the IMO, with FCDO approval where appropriate.
• Register UK delegates for IMO Web Accounts and assist them as necessary in signing up for document notifications.
• Manage IMO Web accounts for UK and Overseas Territories delegates, providing assistance as necessary.
• Support to the Host Government Manager in managing team finances, which includes processing payments, maintaining records of spend, reviewing transaction logs and financial reporting as instructed.
• Booking and recording travel and accommodation for the team as requested.
• Managing the shared inbox.
• Maintaining an up-to-date list of key contacts in MCA, DfT and OGDs for IMO subject areas.
• Diary management and organisation of meetings with counterparts and Secretariat for PRIMO and Alternates as required.

Flexible resourcing

Colleagues are expected to work with a degree of flexibility, meaning responsibilities may change to support priority delivery.

For further information on the role, please read the role profile which is for information purposes only - whilst all elements are relevant to the role, they may not all be assessed during the recruitment process. This job advert will detail exactly what will be assessed during the recruitment process.

Person specification

To be successful in this role you will need to have the following experience:

• Experience of working with a range of stakeholders
• Experience of managing multiple workloads and prioritisation

Additional Information

Working hours, office attendance and travel requirements

Full time roles consist of 37 hours per week.

Whilst we welcome applications from those looking to work with us on a part time basis, there is a business requirement for the successful candidate to be able to work at least 30 hours per week.

This role is suitable for hybrid working, which is a non-contractual arrangement where a combination of workplace and home-based working can be accommodated subject to business requirements.

The expectation at present is a minimum of 60% of your working time a month will be spent at either your designated workplace (one of the locations cited in the advert) or, when required for business reasons, in another office/work location/visiting stakeholders. Your designated workplace will be your contractual place of work. There may be occasions where you are required to attend above the minimum expectation.

Occasional travel to other offices will be required, which may involve overnight stays.

If you have a question about hybrid working, part time/job share hours, flexible working, travelling for work, or require a reasonable adjustment, please contact the Vacancy Holder during the recruitment process to avoid possible disappointment later in the process should your working arrangements not be compatible with the requirements of the role (see below for contact details).

Visa Sponsorship

Sponsorship is not offered for this role. Successful applicants must ensure they have and maintain the legal right to live and work in the United Kingdom

Behaviours

We'll assess you against these behaviours during the selection process:

• Communicating and Influencing
• Working Together
• Delivering at Pace
• Managing a Quality Service

Benefits

Alongside your salary of £34,833, Department for Transport contributes

£10,091 towards you being a member of the Civil Service Defined Benefit Pension scheme.

Find out what benefits a Civil Service Pension provides (opens in a new window).

Being part of our brilliant Civil Service means you will have access to a wide range of fantastic benefits:

• Employer pension contribution of 28.97% of your salary. Read more about Civil Service Pensions here
• 25 days annual leave, increasing by 1 day each year of service (up to a maximum of 30 days annual leave).
• 8 Bank Holidays plus an additional Privilege Day to mark the King’s birthday.
• Access to the staff discount portal.
• Excellent career development opportunities and the potential to undertake professional qualifications relevant to your role paid for by the department, such as CIPD, Prince2, apprenticeships, etc.
• Joining a diverse and inclusive workforce with a range of staff communities to support all our colleagues.
• 24-hour Employee Assistance Programme providing free confidential help and advice for staff.
• Flexible working options where we encourage a great work-life balance.

Find out more about the benefits of working at DfT and its agencies (opens in a new window).

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window) , and will assess your Behaviours, Strengths and Experience.

How to apply:

Our selection process ensures a comprehensive assessment of each applicant's skills, and potential fit within our organisation.

The selection process for this role will be:

Stage 1: Sift of CV and personal statement

Stage 2: Interview

You must be successful at each stage to progress to the next stage.

Stage 1: Sift

At sift, you will be assessed against the following Success Profile elements:

• Experience – you will be asked to provide a CV (unlimited wordcount) and personal statement (500-word count). Please provide evidence of your experience of the following:
• Experience of working with a range of stakeholders
• Experience of managing multiple workloads and prioritisation

The sift will take place week commencing 28/09/2026.

Stage 2: Interview

At interview stage, you will be assessed against the following Success Profile elements:

• Behaviours – (Communicating and Influencing, Working Together, Delivering at Pace and Managing a Quality Service)
• Strengths

The interviews will take place week commencing 05/10/2026.

This interview will be conducted online via Microsoft Teams. Further details will be provided to you should you be selected for interview.

You can find out more about our hiring process, how to apply, and application and interview guidance on our careers site (opens in a new window).

Please note that we will try to meet the dates set out in the advert. There may be occasions when these dates will change

Further information on the selection process

We will also hold a 12- month reserve list for this role, which may lead to potential opportunities beyond the role you applied for.

Appointments for this position will be made in order of merit. If you are successful in the selection process but there are no further available posts for the advertised role, you may be contacted to discuss an offer for a lower graded role (with similar experience and responsibility requirements).

If you are unsuccessful in the selection process, your application may be considered for a lower graded position if your demonstrated skills and experience meet the requirements of the alternative position. Candidates will be considered in order of merit.

Reasonable Adjustments

As a Disability Confident Leader employer, we are committed to ensuring that the recruitment process is fair, accessible and allows all candidates to perform at their best. If a person with a visible or non-visible disability is substantially disadvantaged, we have a duty to make reasonable changes to our processes.

Complete the “Assistance required” section in the “Additional requirements” page of your application form to tell us what changes or help you might need during the recruitment process. For instance, you may need wheelchair access at an interview, or if you’re deaf, a Language Service Professional.

If you need a reasonable adjustment so that you can complete your application, you should contact Government Recruitment Service via dftrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.

Document Accessibility

This job advert contains links to the DfT Careers website . Our website provides useful guidance and information that can support you during the application process. If you are experiencing accessibility problems with any attachments on this advert or the information on our website, please contact the email address in the 'Contact point for applicants' section.

Further Information

For more information about how we hire, and for useful tips on submitting your application for this role, visit