Administrative Assistant

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting

The International Court of Justice is the principal judicial organ of the United Nations. It is composed of 15 judges, elected by the General Assembly and the Security Council. The Court has a twofold role: first, to settle, in accordance with international law, through judgments which have binding force and are without appeal for the parties concerned, legal disputes submitted to it by States; and, second, to give advisory opinions on legal questions referred to it by duly authorized United Nations organs and specialized agencies. The Court is the only principal organ of the United Nations not serviced by the Secretariat and has its own Registry, which provides judicial support to the Court and acts as a permanent administrative organ. The Registry is headed by a Registrar, elected by the Court. The position is located in the Administrative and Personnel Division (APD) of the Registry. Under the direct supervision and guidance of the Head of the APD, the incumbent facilitates the smooth and efficient operation of the division through the performance of various administrative duties.

Responsibilities

• Assist in the recruitment and selection processes by compiling candidates' lists, inviting candidates to the written assessments and/or interviews, proctoring written tests, and organizing the logistics of interviews. - Assist in the onboarding, orientation, and induction of new staff members by ensuring the coordination of all aspects of the onboarding process, from the acceptance of a job offer until the full completion of the onboarding process; create and confirm index numbers for new staff members; and liaise with all relevant departments/divisions to ensure office setup and scheduling of security briefing, medical briefing, and solemn declaration. - Assist in coordinating the check-out of separating staff members; - Raise shopping carts for APD purchases, and for hiring individual contractors and consultants. - Draft correspondences, employment certificates, and employers' statements required by banks, letters of appointment, information notes, circulars, and broadcasts to the Registry staff. - Maintains and files all documents created, received, or sent by the APD according to the pre-determined filing system and following the established routine. - Ensures timely response to staff queries and inquiries sent to the APD-HR team email address by acknowledging email receipts and coordinating with those in charge for timely responses to those emails. - Raise travel requests on behalf of new staff members and those without access to Umoja and follow up with certifying officers and travel processing officers about the approval of travel requests. He/she runs reports on travels and flags out any open items, e.g., unsubmitted expense reports). Assist in searching and compiling the information needed for different reports, policies, and other strategic HR documents. - Assist in compiling information for the ICJ HR Digest Quarterly (newsletter) and in drafting some pages of the newsletter. - Assist in organizing APD meetings, workshops, information-sharing sessions, etc., by ensuring venue booking and all other logistics. - Assist in taking meeting minutes and notes. - Performs any other related assigned task, as necessary.

Competencies

PROFESSIONALISM Is able to perform a broad range of administrative functions; shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter, is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; COMMUNICATION Speaks and writes clearly and effectively, listens to others, correctly interprets messages from others and responds appropriately, asks questions to clarify, and exhibits interest in having two-way communication, tailors language, tone, style and format to match audience, demonstrates openness in sharing information and keeping people informed. TEAMWORK Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. PLANNING AND ORGANIZING Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. CLIENT ORIENTATION - Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required. University Degree in Management, Business Administration, Public Administration, or related area is an asset.

Job - Specific Qualification

Not available.

Work Experience

At least five (5) years of administrative and general support experience is required. The minimum years of relevant experience is reduced by three (3) years for candidates who possess at least a first level university degree in management, business administration, public administrative or related area At least two (2) years of experience in drafting administrative correspondence and maintaining administrative records is required. Experience working with Microsoft Office applications is required Experience using PeopleSoft or SAP Enterprise Resource Planning (ERPs) is desirable. Experience within an international environment such the United Nations or similar international organization is desirable.

Languages

English and French are the two official languages of the Court. For this post, excellent command of both languages is required. Knowledge of Dutch is an asset.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is temporarily available for an initial duration of two months. The Court is an equal opportunity employer and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons with disabilities, to apply to become a staff member. This post is subject to local recruitment pursuant to United Nations Staff Rule 4.4. All staff in the General Service and related categories are in principle recruited in the country or within commuting distance of the seat of the Court, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment is not eligible for the allowances or benefits exclusively applicable to international recruitment. Candidates living outside the Netherlands or beyond commuting distance of the seat of the Court may apply for the position but will be regarded as local applicants and be subject to the same conditions. Candidates meeting the requirements of the position may be invited for tests and interview remotely or at the seat of the Court in The Hague. In the latter case, those candidates will be required to cover their own travel, accommodation and subsistence costs. Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered. If the selected candidate is a staff member from an organization applying the United Nations Common System of Salaries and Allowances, the provisions of the Inter-Organization Agreement concerning Transfer, Secondment or Loan shall apply. The selected candidate may be subject to security clearance, including verification of the information provided and a criminal record check. All candidates should be able to submit an electronic copy of their passport, recent performance appraisal reports, and all diplomas listed on their profile when requested. The Registrar reserves the right not to appoint any candidate to the post, or to appoint one at a lower level or on the basis of a modified job description.

United Nations Considerations

In accordance with the ICJ Staff Regulations and Rules, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with ICJ if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Applicants are urged to carefully follow all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on "Manuals" hyper-link on the upper right side of the Inspira account-holder homepage. The evaluation of applicants will be conducted based on the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances, and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision, or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

ICJ does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICJ are fraudulent and should be disregarded.