Part Time Adminstrator Support

About IBIA

IBIA is the voice of the global bunker industry, representing stakeholders across the value chain. We are committed to promoting education, fostering industry standards, and supporting collaboration to advance the maritime fuel sector.

About the Role:

IBIA - the International Bunker Industry Association is seeking a detail-oriented and proactive individual to focus on training coordination and administrative support. Reporting to the Regional Manager (Asia), this role will ensure the smooth delivery of training programs and provide key administrative assistance. Additional tasks will be assigned on an ad-hoc basis. This is an exciting opportunity to be part of a dynamic international maritime industry association on a part-time basis (96 hours a month).

Key Responsibilities:

Training Coordination

• Coordinate the planning and delivery of training programs, workshops, and seminars.
• Liaise with trainers, participants, venues, and vendors to ensure smooth execution.
• Prepare training materials, schedules, and logistics for training sessions.
• Maintain accurate training records, participant lists, and feedback.
• Support the development of training content and materials.
• Ensure accurate administration of grant-related documentation and processes.

Administrative Support

• Provide general administrative support to the Regional Manager (Asia) and global Secretariat team.
• Manage files, records, and documents to ensure they are well-organised and accessible.
• Handle incoming and outgoing communications, including emails and phone calls.
• Support travel and logistical arrangements for team members as needed.

Ad-Hoc Tasks

• Assist with membership-related administrative tasks, such as invoicing and mailers.
• Provide support for regional events, including logistical coordination.
• Assist with basic finance-related tasks such as tracking expenses and managing receipts.

Qualifications and Skills:

• Minimum 1 year experience in training coordination, administration, or a similar role.
• Strong organisational and time management skills.
• Proficient in MS Office Suite (Word, Excel, PowerPoint).
• Excellent communication and interpersonal skills.
• Detail-oriented, numerically inclined, and able to multitask effectively.
• Ability to work independently while supporting a broader team.

At IBIA, we believe in fostering an inclusive and diverse workplace where everyone feels valued and respected. We are committed to creating an environment that celebrates differences and encourages the unique perspectives of our team members. We welcome applications from individuals of all backgrounds, experiences, and abilities. Join us in our mission to advance the maritime fuel sector through collaboration, innovation, and education.