Administrative Assistant (G-4)

Special Notice:

A Short-Term Appointment is used to recruit staff to meet short-term needs. The duration of this assignment is provided above. The maximum duration of a short-term appointment including extensions shall not exceed 12 months.

A Short-Term Appointment does not carry any expectancy, legal or otherwise, of renewal and shall not be converted to any other type of appointment.

A current ICC staff member who is holding a fixed-term appointment may apply for any short-term position. Where a current ICC staff member is selected to a short-term position, he or she will be temporarily assigned to the position in line with section 4.10 of ICC/AI/2016/001. GS-level posts are subject to local recruitment only.

The terms and conditions of service for staff members appointed under a short-term appointment are governed by ICC/AI/2016/001.

Organisational Context

The Secretariat (SASP) provides the Assembly and its Bureau and subsidiary bodies with administrative and technical assistance in the discharge of their functions under the Statute. The Secretariat provides substantive servicing of the Assembly and its subsidiary bodies. The substantive servicing functions include, inter alia, providing legal and substantive secretariat services, such as the provision of documentation, reports and analytical summaries, and supplying advice within the Secretariat on legal and substantive issues relating to the work of the Assembly.

Duties and Responsibilities

Under the supervision of the Director of the Secretariat of the Assembly of States Parties (SASP), the Administrative Assistant supports the office in the following range of tasks assigned directly to him/her:

• Provides secretarial and administrative assistance to the SASP, including:

• Assisting in the drafting, preparation, formatting, printing and mailing of notes verbales, letters, memoranda or other documentation, including the preparation of tables to track the status of the communications and the formatting of documents with tables and charts;
• Assisting with the preparation of travel arrangements for delegates and SASP staff;
• Assisting in preparing contracts for SASP staff and ensuring follow-up with other Court offices; assisting in preparing for the meetings of the Assembly or its subsidiary bodies, at the Court, in The Hague or United Nations Headquarters;
• Welcoming and assisting participants who attend meetings of the Assembly or its subsidiary bodies;
• Answering telephone calls, registering incoming communications, preparing draft acknowledgments; keeping attendance, when so requested, as well as preparing duty rosters;
• Keeping compensatory time off/overtime records for core staff and GTA staff, preparing travel authorizations; reviewing incoming communications, hardcopy and electronic, sorting, storing in the hardcopy and digital archives, updating the databases;
• Assisting in preparing and posting information and documents on the Assembly section of the Court’s website, in any official language of the Assembly;
• Purchasing supplies and keeping inventories of supplies/documents; organizing and assisting in keeping the archives of the Secretariat;

• Performs ad hoc tasks, as requested by the Director, including assistance in supervising the editing/translation of documents/correspondence and the preparation of material for publications or posting on the website.

- Is able to assume the functions of other colleagues in case of absence or when workload so requires. Due to the nature of SASP work, and particularly the conference-servicing and administrative functions such as preparation of documentation for pre- and in-session phases of meetings of the Assembly and its subsidiary bodies, there may be temporary increases in workload as a result of which the incumbent of this position may be asked to work outside the normal working hours of the Court (including weekends and holidays). Compensatory time off will be granted for additional duties requested by the supervisor.

Essential Qualifications

Education:

Diploma of secondary education is required.

Experience:

At least four years of clerical and administrative work. Experience in an international organization/environment is desirable.

Knowledge, skills, and abilities:

Excellent secretarial and communications skills, including drafting ability. Discretion, adaptability, energy and dynamism are required.

Knowledge of the Court’s structure.

Ability to organize work under strict deadlines and multiple-tasks which require prioritizing. Experience in the use of Microsoft Office applications. Familiarity with SAP.

Knowledge of languages:

Fluency in either of the working languages of the Court, English or French, is essential. Working knowledge of the other is highly desirable. Knowledge of another official language would be considered an asset.