Location: London (hybrid, 3 days/week in the office)
Contract: permanent, full-time
Interviews: 9-10 September 2026
Are you passionate about delivering high-quality administrative support for a global organisation? The ITF is looking for a proactive and detail-oriented Administration Coordinator to join our team.
About the role
As Administration Coordinator – Maritime 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 Maritime department's administration function, including the logistical aspects of our global maritime activities, contributing to the successful delivery of our Congress cycle and organisational work programme.
Reporting to the Head of Maritime Administration, you will help to strengthen long-term administrative systems that are efficient, coordinated and fit for purpose in a complex international environment.
Key Duties and Responsibilities
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Manage a team of administrators to ensure that work is delivered to a consistent, high standard, fostering an environment of continuous improvement
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Coordinate the workload of the team in the delivery of organisational work programmes
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Develop, implement and update administrative policies and procedures, ensuring a consistent and standardised ways of working
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Oversee the logistical delivery of international meetings, events, and conferences, coordinating delegate management with support from Maritime Administrators, and ensuring that organisational systems are used effectively
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Prepare meeting budget forecasts and support the annual planning and budgeting cycle; monitoring spend; identifying variances and escalating in a timely manner
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Assist in drafting meeting documentation for conferences and governance meetings, and for meetings with our strategic partners and other relevant international organisations
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Identify issues that may affect delivery and resolve/escalate in a timely manner
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Provide cover for the Head of Maritime Administration when necessary
About you
We’re looking for a self-motivated and highly organised individual to support the delivery of our global maritime organisational work programme. With responsibility for oversight of the logistical delivery of committee meetings and conferences, you will need the following to be successful in this role:
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Proven experience managing and leading a team, providing clear direction, coordinating workloads, delegating work effectively and motivating individuals to achieve high standards of performance.
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Strong knowledge of administrative practices, ideally with experience of delivering international governance focussed meetings & conferences
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Ability to prioritise effectively, supporting senior stakeholders, and managing multiple tasks and projects simultaneously, often working across international time zones
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Clear and accurate written and verbal communication skills with a high standard of written English and excellent attention to detail
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Confidence working with diverse internal & external stakeholders in a multilingual environment (knowledge of languages other than English would be an asset)
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Maintain confidentiality when handling sensitive information
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Strong numerical skills, with experience of budgeting, reconciliation, and expense reporting
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Calm, adaptable and proactive problem-solver with a focus on continuous improvement
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Proficient with SharePoint, Teams, MS Office 365, and familiar with Zoom, Cvent and Concur (or similar tools).
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Experienced with CRM systems and data handling
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Willingness to travel overseas occasionally to support international meetings & conferences
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Commitment to social justice and trade union values, or mission-driven work
The International Transport Workers' Federation (ITF) is a global union federation of transport workers' trade unions. Our HQ is in London with International offices include Amman, Hong Kong, Nairobi, Montreal, New Delhi, Abidjan, Rio, Tokyo, Singapore, and Sydney.
Purpose:
The ITF constitution sets out the following aims:
To promote respect for trade union and human rights worldwide
To work for peace based on social justice and economic progress
To help our affiliated unions defend the interests of their members
To provide research and information services to our affiliates
To provide general assistance to transport workers in difficulty
Values
At the ITF, our values are at the heart of all that we do. We demonstrate solidarity. We are democratic. We are dynamic. We are determined. We are dedicated to bringing together a diverse group of people to truly strengthen the ITF as the global voice for transport workers. Find out more about our values.
Equal opportunities statement:
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.
