CONSULTANT

INFORMATION
BOOKLET

Abstract
Detailed information about your IMO recruitment, documents and forms
and relevant requirements for your assignment.

Human Resources Services

ADMINISTRATIVE DIVISION
[contracts@imo.org]
Contents
INFORMATION DOCUMENTS FOR YOUR IMO MISSION ............................................ 1
On approval of your IMO assignment .............................................................................. 1
 Consultant information booklet ......................................................................... 1
 Mandatory online security courses procedure .............................................. 1
 IMO’s procedure if you wish to purchase your own airfare........................ 1
 Guidelines for the preparation of reports on seminars, symposia,
courses, workshops and similar events ................................................................. 1
REQUIRED DOCUMENTS TO UPLOAD AND COMPLETE FROM THE eROSTER . 1
PDF colour scan of the photo page of your passport ......................................... 1
IMO’s payment instructions form ............................................................................. 1
Designation of beneficiary form ............................................................................... 2
eProfile travel form ....................................................................................................... 2
Mandatory online Basic and/or Advanced security certificates ...................... 2
Medical certificate of fitness to travel, applicable to consultants from the
age of 60 years old........................................................................................................ 2
CONSULTANCY CONTRACT .............................................................................................. 2
 Information sheet ................................................................................................... 2
 IMO’s To Whom It May Concern courtesies letter ......................................... 3
 Country of assignment security info ................................................................ 3
MISSION TRAVEL .................................................................................................................. 3
Route and mode of travel ................................................................................................... 3
Air travel .......................................................................................................................... 3
Rail travel ........................................................................................................................ 3
Road travel ...................................................................................................................... 3
e-ticket.............................................................................................................................. 3
Private travel whilst on mission ......................................................................................... 3
Travel expenses .................................................................................................................. 4
Daily Subsistence Allowance (DSA) ........................................................................ 4
Supplementary DSA ..................................................................................................... 4
Terminal Expenses (TE) .............................................................................................. 4
Payment of travel expenses .............................................................................................. 4
MISSION ACCOMMODATION ............................................................................................. 5
ISSUES WHILST ON MISSION............................................................................................ 5
BUSINESS VISA AND SECURITY CLEARANCE ............................................................. 5
Business visa ....................................................................................................................... 5
Security Clearance .............................................................................................................. 5
TYPES OF CONTRACT ........................................................................................................ 6
Contracts with individuals .................................................................................................. 6
Contracts with commercial entities, organizations or institutions ................................ 6
TRAVEL CLAIMS AND PAYMENTS OF TRAVEL EXPENSES AND/OR
CONSULTANCY FEES .......................................................................................................... 6
Travel Claim ......................................................................................................................... 6
Payment of travel expenses and/or consultancy fees ................................................... 7
USEFUL INFORMATION ....................................................................................................... 7
ANNEX I: Mandatory Online Security Certificates: Basic and Advanced ..................... 9
ANNEX II: Procedure when Consultants purchase their own ticket ............................ 10
ANNEX III: Guidelines for the Preparation of Reports on Seminars, Symposia,
Courses, Workshops and Similar Events .......................................................................... 11
ANNEX IV: Sample eProfile Travel Form ......................................................................... 15
ANNEX V: Sample Designation, Change, or Revocation of Beneficiary .................... 16
ANNEX VI: Sample Medical Certificate of Fitness.......................................................... 17
ANNEX VII: Sample IMO Payment Instructions Form ................................................... 18
ANNEX VIII: Sample IMO Travel Claim............................................................................ 19

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INFORMATION DOCUMENTS FOR YOUR IMO MISSION
The purpose of this document is to provide detailed information to IMO Consultants, whether
home-based, in-kind support or travelling on mission, as to what is required for the
successful processing of their recruitment.

On approval of your IMO assignment

On approval of your IMO assignment, you shall receive an email from IMO with a link to
IMO’s eRoster (http://roster.imo.org). The email will contain the following information as well
as a request to upload, on your eRoster profile, the required documents to facilitate your
recruitment:

 Consultant information booklet

Contains detailed information about your IMO recruitment, documents and forms
required and logistical arrangements relevant to your assignment.

 Mandatory online security courses procedure

Information on the mandatory Basic and Advanced security courses and how to
access them. See page 5 and Annex I.

 IMO’s procedure if you wish to purchase your own airfare

Comprehensive information if you choose to purchase your own airfare and wish to
have IMO reimburse you the airfare costs. See Annex II.

 Guidelines for the preparation of reports on seminars, symposia, courses,

workshops and similar events
Information applicable to assignments described in on Annex III page 11.

REQUIRED DOCUMENTS TO UPLOAD AND COMPLETE

ONTHE eROSTER
PDF colour scan of the photo page of your passport
Your passport scan will be used to process security clearance and for the travel agent to
organise your travel. The name on your security clearance and air tickets, where applicable,
needs to be exactly as it appears on your passport. Please note that your passport must
have a validity date of 6 months or more.

IMO’s payment instructions form

The payment instructions form is required for the payment of travel expenses and/or
consultancy fees. Before filling out the form, please refer to JP Morgan’s ‘Global Payments
Guide’ for information relevant on how to send us your bank details
(https://www.jpmorgan.com). The form will not be validated by our Financial Services
unless it is correctly filled out, signed and dated. If the form is not duly completed, it will
result in a delay of the payment of your travel expenses and/or consultancy fees. A sample
of this form can be found in Annex VII on page 18.

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Designation of beneficiary form
This form is to designate, in case of loss of life, the person or persons to whom IMO will
settle any outstanding amounts previously authorised by the Organization. This document
does not apply to commercial entities, organizations or institutions. See Annex V on page
16 for a sample of this form.

eProfile travel form

The eProfile travel form is a form required by our travel agent to assist in the booking of your
mission flights. It requests information such as emergency contact details, nearest airport of
departure, seat preference, frequent flyer number, etc. For a sample of this form, see
Annex IV on page 15.

Should you wish to extend your stay in the country of assignment before or after the mission,
you are required to inform in advance the IMO contact organizing your travel. Please refer
to page 3 for more information in this regard.

Mandatory online Basic and/or Advanced security certificates

The purpose of the Basic and Advanced Security Training Courses is to enable the conduct
of IMO activities while ensuring the safety, security and well-being of consultants and
experts on official mission when employed by an organization of the United Nations system.
Security clearance cannot be processed unless these training courses have been completed
and the relevant Basic and Advanced Security Certificates have been obtained. Both
certificates are a mandatory requirement before undertaking any official travel on behalf of
IMO. IMO is unable to issue your consultancy contract without them. Both certificates are
valid for a period of three years, after which time they must be retaken. Please refer to
Annex I ‘Online security courses guidelines’ on page 9 for more information.

Medical certificate of fitness to travel, applicable to consultants from the age of

60 years old
The medical certificate of fitness is a mandatory requirement by IMO’s insurance to all
consultants from the age of 60 years old. Its validity is for 6 months from the date of issue
after which time it must be resubmitted if selected for another IMO mission.

The medical certificate of fitness is essentially a letter from your general practitioner
indicating that you are fit to travel. Please note that this does not mean carrying out a
medical check-up. The cost of the medical certificate of fitness is reimbursed by IMO upon
submission of a Travel Claim accompanied by the relevant original invoice/receipt. IMO is
unable to issue your contract without this document. For a sample of the medical certificate of
fitness, please refer to Annex VI on page 17.

CONSULTANCY CONTRACT
Once you have completed and uploaded on your eRoster profile the documents described
above, the following documents will be sent to you under separate email:

 Consultancy contract
You will be required to sign and date your consultancy contract upon reception so
that IMO can process your mission arrangements.

 Information sheet
At-a-glance information about your fees (where applicable), travel allowance, mission
dates, IMO and mission contacts.

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  IMO’s To Whom It May Concern courtesies letter
This letter certifies that a consultant is travelling on official business on behalf of IMO.

 Country of assignment security info

Information relevant to your country of assignment from the United Nations
Department of Safety and Security (UNDSS).

MISSION TRAVEL
IMO official travel for consultants is carried out in accordance with the rules and procedures
contained in IMO’s Travel Manual.

Route and mode of travel

Air travel
The authorised classes of travel are restricted economy class for travel time under 7 hours
and restricted business class for travel time of 7 hours or more. Any deviations from the
restricted business or restricted economy class must be authorized by IMO prior to the
booking of the air ticket. Flight duration, on the basis of the most direct and economical
route available, shall be determined on the basis of the combined flying time of all legs of the
journey to a given destination, but shall exclude travel time to and from airports.

Rail travel
Standard class applies. Standard terminal expenses apply in the case of travel by train.

Road travel
The authorised mode of travel by road is by public transport, coach, cab or with a
professional driver. Road travel costs are reimbursable through IMO’s Travel Claim. Driving
a private or hired vehicle is not covered under IMO’s insurance and is not authorised nor
reimbursable by IMO. Terminal expenses are not payable under this mode of travel.

The aforementioned travel entitlements will not be affected if a journey is interrupted for
personal reasons or for an official overnight stopover.

Travel to IMO Headquarters within greater London area (M25) is not covered nor
reimbursable.

e-ticket
Unless you choose to make your own travel arrangements (see Annex II ‘IMO’s procedure if
you wish to purchase your own airfare’ on page 10), your travel will be organised by IMO
through our travel agent. Our travel agent is not authorised to organise or make any
itinerary changes requested directly by the consultant.

IMO shall email you the itinerary authorised by our Financial Services at which time you will
be required to confirm its acceptance to proceed with the final booking. Once your e-ticket
has been issued, it cannot be changed.

Private travel whilst on mission

When a consultant intends to take personal days in the country of assignment before or after
the mission, IMO will request 2 options to its travel agent when arranging travel:

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  1 option for the actual mission dates
 1 option for personal travel dates

If there is a difference in the cost of the airfare for the itinerary including private travel days,
the difference will be deducted from the consultant’s travel expenses.

Please note that IMO will not organise travel for a third party.

Travel expenses

Daily Subsistence Allowance (DSA)

DSA comprises the total amount IMO pays towards expenses such as meals,
accommodation, gratuities and other such payments made during official travel. The
calculation of DSA is made in accordance with a schedule of rates established by the United
Nations International Civil Service Commission (ICSC) and is determined according to the
period spent at a particular location within any one authorized journey away from the point of
engagement. The DSA rate varies per country and city of assignment. It consists of three
components: (1) accommodation, (2) meals and (3) incidentals such as local transport not
covered under Terminal Expenses.

DSA will be reduced by the portion of the DSA for accommodation and/or meals when
accommodation and/or meals are provided free of charge by either the Organization, host
Government, related institution or sponsoring organization.

Supplementary DSA
Supplementary DSA is only authorised by IMO prior to travel with the appropriate justification
and only in very exceptional circumstances. When authorised, it applies to excess room
cost, and not for expenses on meals and incidentals, unless the cost of breakfast is included
within the room rate. Supplementary DSA is reimbursed at trip completion upon submission
of original receipts.

Terminal Expenses (TE)

TE includes all expenditures for transportation between the airport or other point of arrival or
departure and the hotel or other place of dwelling, including transfer of accompanied
baggage. The TE rate is currently fixed at US$47.00 worldwide with the exception of New
York where the DSA is at US$78.00.

TE will not apply when (a) an airline offers complementary transfers to/from airport to
home/hotel or (b) when transport is provided to/from the airport on arrival/departure by an
official United Nations or government vehicle or by the host for a mission. No TE will be paid
for these sectors of the journey, whether or not the offer is accepted.

If the cost of transportation is more than the current rate for terminal expenses, the actual
cost of transportation may instead be claimed on trip completion on submission of the Travel
Claim, provided the amount paid is supported by an original receipt showing payment date,
details of origin and destination of journey and the amount paid. Receipts are not required
for standard terminal expenses where no additional expense was incurred.

Payment of travel expenses

Consultants travelling on official mission will receive an advance of 90% of their DSA and
terminal expenses prior to departure. Travel advances will be paid directly into the bank
account of the traveller. Travel advances will not be paid in cash or traveller’s cheques.

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The remainder 10% will be paid upon upload on your eRoster profile and submission of
IMO’s Travel Claim within 21 days after the mission. For more detailed information, see
heading Travel Claims on page 6.

MISSION ACCOMMODATION
Your hotel accommodation is organised by your IMO contact in coordination with your focal
point in the country of assignment. The focal point may also organise, at his/her discretion,
transport from and to the airport.

ISSUES WHILST ON MISSION

For any non-travel related issues or emergencies during your assignment, please contact
your Implementing Officer at IMO. Outside office hours, please contact IMO’s dedicated
mobile number for these matters (+44-7772) 882 972.

Should you encounter any flight-related problems whilst on mission, please contact the
24-hour emergency number of our travel agent, Corporate Traveller, (+44-20) 7025 4552.

BUSINESS VISA AND SECURITY CLEARANCE

Business visa

Please note that you are responsible to process your own visa(s) and query on the
business/transit visa requirements relevant to your nationality. In this regard, please contact
the nearest consulate of the country of assignment and any other country in transit for which
you may require a visa. You may wish to consult the Traveldoc website
(https://klm.traveldoc.aero/) for reference; however, you would still be required to verify the
visa requirements with the relevant consulate.

Should you require an IMO standard visa letter and/or an official letter of invitation from the
country of assignment, you would need to contact IMO or your focal point in the country of
assignment, as applicable, for assistance in this respect.

IMO will reimburse the cost of your visa as well as any related processing costs via Travel
Claim provided the relevant original invoice(s) and/or visa stamp+passport photo are
included at mission completion.

Security Clearance

The upload on the eRoster of your Basic and Advanced Security Certificate (see Annex I
‘Online security courses guidelines’ on page 9) is mandatory to process security clearance
for the country of assignment. Your security clearance will be processed by IMO in the
ISECT system which is a platform only available to United Nations staff members.

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TYPES OF CONTRACT
Contracts with individuals

Contracts with individuals, including those providing in-kind support, are issued by Human
Resources Services (HRS), Administrative Division. The focal points are:

Ms Patty Slessor Mr François Guibourgeau

Head, TC Human Resources & Fellowships Unit Administrative Assistant
Telephone: (+44-20) 7463 4024 Telephone: (+44-20) 7463 4039
Mobile: (+44-7772) 882 972
HRS email: contracts@imo.org

Contracts with commercial entities, organizations or institutions

Contracts with commercial entities, organizations or institutions are issued by Procurement,

Office of General Services, Administrative Division. The focal points are:
Mr Aubrey Botsford Ms Janice Ouarezki
Deputy Director Procurement Officer
Telephone: (+44-20) 7587 3198 Telephone: (+44-20) 7463 4030
Mobile: (+44-7969) 236 607
Procurement email: procurement@imo.org

TRAVEL CLAIMS AND PAYMENTS OF TRAVEL EXPENSES

AND/OR CONSULTANCY FEES
Travel Claim

The remainder 10% of your travel expenses is paid only upon upload on your eRoster profile
and submission of your IMO Travel Claim form within 21 days of return from mission.
Beyond the 21-day Travel Claim submission deadline, it will not be possible to upload your
Travel Claim form on the eRoster and our Financial Services will be unable to process and
reimburse the remainder 10% of your travel expenses.

Your original Travel Claim and supporting documents must

be submitted to the IMO contact who organized your travel
arrangements and booked your trip:

[IMO travel organizer contact]

International Maritime Organization
4 Albert Embankment
London SE1 7SR
United Kingdom

When uploading and submitting your Travel Claim to IMO, it should contain the following:

(1) A completed IMO Travel Claim form (sample in Annex VIII on page 19) accompanied
by scanned copies of the supporting documentation must be uploaded on your eRoster
profile, preferably as a single PDF document; and

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(2) In addition, the originals/hard copies of your IMO Travel Claim and supporting
documentation should be sent to IMO by post for processing and reimbursement by our
Financial Services.

The supporting documentation in your travel claim should include the following:

 Boarding passes stubs (originals or electronic PDF, scan or photo) (mandatory);

 invoices and payment receipts for any authorised expenses claimed separately
from the standard DSA rate (per diem) such as visa costs, vaccinations, medical
certificate of fitness;
 receipts for airport transfer, if claiming more than the standard terminal expenses
rate (currently at US$47 to and from airport); and
 hotel invoice and proof of payment, when supplementary DSA has been authorised
prior to travel.

Photocopies of original documents and missing boarding passes stubs will not be
accepted for processing by our Financial Services and will not be eligible for reimbursement
of the remainder 10% settlement of your travel expenses.

The procedure above is mandatory and it applies regardless

of whether you have a Travel Claim or not.

Payment of travel expenses and/or consultancy fees

Please address any queries regarding the payment of travel expenses and/or consultancy
fees to:

IMO Financial Services

Tel: (+44-20) 7463 4004 E-mail: fsremittanceadvice@imo.org

USEFUL INFORMATION
Corporate Traveller Emergency 24-hour customer service
For flight issues whilst on mission
Telephone: (+44-20) 7025 4552

Sleeping at airports
Accommodation information at or near airports
https://www.sleepinginairports.net/

Traveldoc
Information about visa requirements to verify with relevant Consulate
https://klm.traveldoc.aero/

________

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ANNEXES

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 ANNEX I: Mandatory Online Security Certificates: Basic and Advanced

The mandatory online security courses (Basic and Advanced) will have to be carried out by
the consultant at least two weeks prior to departure. This is in compliance with UN
system-wide regulations and in accordance with IMO’s mandate to provide the appropriate
level of security to consultants.

Basic Security in the Field II (BSITF) Course

To access the course, please follow the instructions to register in the following link (if you are
already registered, please enter your e-mail and password):
https://training.dss.un.org/course/category/1

Upon successful completion of the course, you will obtain a United Nations Basic
Certificate on Security in the Field valid for three years which should be uploaded to IMO’s
eRoster (http://roster.imo.org).

Advanced Security in the Field (ASITF) Course

To access the course, please follow the instructions to register in the following link (if you are
already registered, please enter your e-mail and password):
https://training.dss.un.org/course/category/2

Upon successful completion of the course, you will obtain a United Nations Advanced
Certificate on Security in the Field valid for three years which should be uploaded to IMO’s
eRoster (http://roster.imo.org).

Upon completion and upload of your Basic and Advanced security certificates on your
eRoster profile, your security clearance will be processed by IMO in the ISECT system which
is only available to United Nations staff members. Security clearance will not be processed
unless both training courses have been completed. Both certificates are valid for three
years, after which time they must be retaken.

Please note IMO will not be able to issue your contract and you will be unable to go
on mission without the mandatory Security Certificates and required Security
Clearance.

Should you have any queries or require support in this regard, please do not hesitate to
contact IMO.

9
 ANNEX II: Procedure when Consultants purchase their own ticket

When consultants wish to purchase their own tickets the procedure is as follows:

(1) Consultant provides IMO with a quote from a travel agent indicating the full itinerary +
cost of ticket + cost of booking.

(2) IMO compares the consultant's quote with our travel agent's quote and reimburses
the lower of the two airfares (charges and GB tax component not included).

(3) Please note that the maximum to be reimbursed shall not exceed the amount which
IMO would have paid had the travel arrangements and tickets been made by IMO.
IMO is exempt from GB tax for all airfares it purchases. Please also note that no
reimbursement for tickets purchased with air miles or loyalty schemes apply.

(4) IMO informs the Consultant which quote has been approved by our Financial
Services. If the consultant's quote is approved, the purchase of the ticket is then
authorised and can proceed.

(5) The Consultant submits the final (original) invoice for the purchase of the ticket to
IMO as soon as possible for reimbursement prior to departure.

(4) Any other (original) invoices relevant to the mission like visa or vaccinations will be
reimbursed at trip completion via Travel Claim.

(5) When the invoice arrives, the airfare is reimbursed together with 90 per cent of travel
expenses (DSA) and terminal expenses as well as any other invoices submitted
together with the airfare invoice.

Once payment for airfare and travel expenses is made, any claim submitted subsequently
with IMO’s Travel Claim form will have to be supported by the relevant (original) invoices and
will be subject to Financial Services approval for reimbursement together with the
reimbursement of the remainder 10 per cent DSA and terminal expenses.

The authorization for the purchase of your ticket may take up 3 to 5 working days and the
whole administrative procedure could take up to 3-4 weeks.

________

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 ANNEX III: Guidelines for the Preparation of Reports on Seminars, Symposia,
Courses, Workshops and Similar Events

1 Seminars, symposia, courses, workshops and other such events organized by IMO
are designed to further the Organization's purposes, which are stated in Article 1 of the
IMO Convention, by promoting wider and more effective implementation of the conventions,
codes, guidelines, manuals and regulations adopted under the auspices of the Organization.

2 Reports on such events constitute a permanent record and it is therefore particularly

important that they should provide a clear and concise indication of their objectives, content,
conduct, cost and usefulness. This will, in particular, assist in the subsequent evaluation of
the events and enable the Secretariat to benefit from the experience gained. Reports are
intended not only for the Secretariat of IMO and of any other organizations jointly sponsoring
the events but also for distribution to the administrations which nominated the participants.

Presentation

3 Reports should be presented as indicated in the Terms of Reference. The cover

should bear the logo and acronym or full name of IMO and of any other sponsoring
organizations, and should show the title of the event, location and dates. The use of the IMO
logo on certificates and reports related to IMO’s Technical Co-operation Programme, as
stated in this manual, is permitted provided (a) IMO retains final approval over the content of
the material to ensure there will be no adverse implications for the interests or reputation of
the Organization, (b) the use of the logo will neither create nor imply any financial obligations
for the Organization, and (c) the logo will not be used for any purpose other than in the
context of this manual without further prior approval by the Organization.

4 A summary sheet, the format of which is attached at Appendix I (to this Annex),
should be completed and placed immediately after the cover.

5 Where any part of the report includes lists of Member States or other geographical
entities or contains statistical or other information that might conceivably be regarded as
expressing opinions on the legal status of any country, territory, city or area or its authorities,
or concerning the delimitation of its frontiers or boundaries, the following disclaimer should
appear inside the front cover:

"Disclaimer: The views expressed in this document are those of the Consultant and are not
attributed in any way to the United Nations or the International Maritime Organization."

The names of any other organizations involved on the same basis as IMO in sponsoring the
event may also appear in the disclaimer.

6 After the summary page, there should be a table of contents specifying the main
sections of the report, with an indication of the page on which each section begins together
with a list of annexes.

7 Reports on such events should all be structured in a broadly similar manner and
should, as a minimum requirement, provide information as specified below.

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Structure of the report

8 Introduction

.1 Describe the context in which the event was organized. Include, particularly,
the aims and objectives of the relevant conventions, codes, guidelines etc., inter-
governmental directives, if any, a brief summary of IMO's activities in the field
covered by the event, problems encountered in the effective implementation of the
conventions etc. and the relevance of the event to the attainment of IMO's goals.

Objective

.2 Indicate concisely and clearly the objectives of the event.

Venue, dates, roles and participants

.3 Mention the venue and dates of the event.

.4 State if the event was organized by IMO. In the case of jointly organized
events, state clearly the roles of IMO and of others. Mention also the facilities
provided by the host.

.5 Indicate the number of participants and, if appropriate, the number of

countries represented as well as how many of the participants were from
governments, private sector, etc.

Cost

.6 As far as is practical and relevant indicate the total cost and sources of funds.
If possible provide the estimated cost of services and material provided by IMO and
cost of facilities provided by the host State.

.7 Provide breakdown of expenditure on lecturers, participants, teaching

materials, etc.

Activities and proceedings

.8 Pre-seminar/symposium/workshop/course assignments. Mention the advice

given to participants in regard to the material they should read to familiarize
themselves with the requirements of concerned conventions, codes, etc.,
data/information to be obtained to facilitate effective participation in group
discussions, etc.

.9 Opening ceremony. Briefly describe the ceremony and give the main points
arising from the opening statement. The full text of the statement may be annexed to
the report.

.10 Describe concisely the proceedings. Include the names of lecturers, the
subjects covered by each, brief summary of the lecture, objective of each lecture or
session, reference to demonstration of equipment and group exercises/discussions
and what the participants were expected to gain from or be able to do after each
lecture/session.

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Assessment and anticipated outcome

.11 Indicate the results of oral group assessment at the end of the event.

.12 State if all the participants returned the evaluation questionnaire duly
completed. If not, state what efforts were made to obtain the completed
questionnaires from all participants before they left the venue.

.13 Synthesize the data collected on each question through the evaluation
questionnaires and write the conclusions which should cover the various aspects of
the event, e.g. administrative arrangements, equipment, documentary material,
teaching aids, duration and content, suggestions for inclusion of additional topics,
performance of lecturers, demonstration of equipment and group exercises, if any,
usefulness of pre-event assignments, fulfilment of the participants' expectations,
achievement of objective, comments and suggestions for improvement of future
activities, future assistance if any required from IMO (provided it falls within IMO’s
mandate), country needs and other suggestions. In the unlikely event that this
summary is not included in the report, a brief explanation of the reasons why it is not
included should be mentioned in the report.

.14 Indicate the anticipated outcome on the basis of assessment by the

co-ordinator and lecturers. (Include comments on the quality and suitability of
participants and where appropriate e.g. model course evaluation, the material used
and corrections to text, as well as any other aspects of the event).

Closing ceremony

.15 Briefly mention the proceedings.

Achievements and conclusions

.16 Summarize the achievements and conclusions of the event.

Resolutions/Recommendations

.17 Summarize the recommendations/resolutions, if any, adopted at the event.

Follow-up action

.18 Indicate the follow-up action, if any, to be taken.

Annexes

.19 Attach the following to the report:

.1 List of participants and their contacting addresses including e-mail
address in Excel, as per format provided by IMO Implementing Officer.
.2 List of lecturers and subjects covered by each.
.3 List of acronyms used in the report.
.4 Seminar/symposium/workshop/course programme.
.5 Pre-seminar/symposium/workshop/course assignments.
.6 Opening statement.
.7 Reference material.
.8 Copies of certificates if any given.
.9 Synopsis of lectures.

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 Appendix I

INTERNATIONAL MARITIME ORGANIZATION

SUMMARY SHEET

Title of the seminar/course/workshop:

Host:

Venue and date:

Type: (global/regional/national)

Organized by: Supported by:

No. of participants and no. of countries:

Summary – (Give, in not more than 15 lines, a synopsis of objectives; assessment and
anticipated outcome; achievements and conclusions; resolutions and recommendations and
follow-up action).

Key words:

WBS Element:

Co-ordinator:

***

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ANNEX IV: Sample eProfile Travel Form

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 ANNEX V: Sample Designation, Change, or Revocation of Beneficiary

_________________________________________________________________________________
To be completed by the CONSULTANT and submitted to IMO
_________________________________________________________________________________

I, ________________________________________ born on __________________________

(TYPE or PRINT: First, Middle, Maiden, Surname) (Day, Month, Year)

hereby designate the person or persons named below as my beneficiary or beneficiaries to all
amounts (salary, allowance, insurance) standing to my credit at the time of death.

NAME and ADDRESS OF EACH SHARE TO BE TO EACH

AGE RELATIONSHIP
BENEFICIARY BENEFICIARY

The share of any beneficiary who may predecease me shall be distributed equally among the
surviving beneficiaries or go entirely to the survivor. If none survive me, then the entire amount shall
go to my estate.

I hereby revoke all previous designations of beneficiary made by me for this purpose and
I reserve the right to revoke or change any beneficiary without his knowledge or consent at any time in
the manner and form prescribed by the International Maritime Organization.

___________________________________
(Written Signature of Designator in Full)

WITNESS

I, the undersigned, having no financial interest in this subject matter, directly or indirectly,
hereby certify that this instrument was signed in my presence by the designator on the ____________
day of________________________ 20_____.

_____________________________________ _____________________________________
(Signature of Witness) (Address of Witness)

_________________________________________________________________________________

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ANNEX VI: Sample Medical Certificate of Fitness

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ANNEX VII: Sample IMO Payment Instructions Form

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ANNEX VIII: Sample IMO Travel Claim

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