Senior Information Management Assistant

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

Org. Setting and Reporting The International Court of Justice (ICJ) was established by the Charter of the United Nations and is the principal judicial organ of that Organization. The Court is composed of 15 judges, each elected to serve a nine-year term of office by the United Nations General Assembly and the Security Council. Judges are selected from among persons of high moral character, who possess the qualifications required in their respective countries for appointment to the highest judicial offices. One third of the Court is elected every three years. 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 to have its own administration (Charter, Article 98). The Registry is the permanent international secretariat of the Court. Since the Court is both a judicial body and an international institution, the role of the Registry includes providing judicial support and acting as a permanent administrative organ. The activities of the Registry are thus administrative, as well as judicial and diplomatic. The Registry is headed by the Registrar, who is elected by the Members of the Court.

The incumbent is appointed by the Registrar with the approval of the President (Rules of Court, Art. 25) and reports directly to the Head of the Archives, Indexing and Distribution Division.

Responsibilities The incumbent is responsible for the proper management and access to the documents, records and archives of the Court as is required by the judicial process and administrative activities. The incumbent oversees the management of the publications stock and inventory, and supports the overall management of the division.

Under the supervision of the Head of Division, the incumbent will perform the following duties:

1. Act as the primary lead for distribution activities including: oversee and coordinate distribution: - Track the judical calendar taking note of meetings, public hearings and time limits in order to manage and priortize the work of the unit. - Track the composition of the cases, following the assignment of Members of the Court, judges ad hoc, law clerks and legal officers to ensure management of electronic permissions groups and distribution lists. - Track the onboarding and separation of staff members to ensure management of electronic permissions and distribution lists. - Coordinate activities with the Department of Legal Matters, Information Department, Department of Legal Matters and Publishing Division to foresee and plan distribution activities including meeting and public hearings support. - Delegate and direct tasks of the Distribution Assistant.

2. Manage the Electronic Distribution Portal - Ensure all documents and case materials are uploaded to the appropriate case, that the metadata is correct and searchable - Manage the electronic permission groups ensuring that individuals are added and removed as part of the onboarding and separation process. - Manage the metadata, ensuring all updates with new cases. - Ensure maintenance of the sytem such that workflows are functioning properly such as the email alert system and paper ordering system. - Coordinate capture of digital preservation copies with to the archives system.

3. Ensure record-keeping of the distribution collection. - Oversee the management of stock - Receive the stock of filings by parties. Certify to their completeness and coordinate with Legal Department. - Receive the stock of publications and coordinate logistics with Publishing Division. - Manage inventory using the inventory management tools. - Ensure capture of digital copies of distributions and publications into the digital repository. - Monitoring environmental conditions of repositories

4. Acts as Deputy to the Head of the Archives, Indexing and Distribution Division - Deputize in their absence: - Act as alternate certifying officer/approver for the Division in Umoja - Assist the Head with budget development and implementation - Support the division's policy development by contributing to the design and implementation of archives and records management strategy and providing input on the ICT Division’s strategies for governance of Court information. - Provide logistical support for records retention and disposition activities. - Provide technical input on preservation and access to physical and digital archives.

   Competencies Professionalism: Knowledge of document management principles, archival principles of preservation and storage, including for digital archives and special materials such as audio-visual objects and artifacts. Knowledge of metadata standards for archives and record-keeping. Knowledge of information governance principles. Knowledge of judicial processes similar to those of the International Court of Justice including general understanding of the phases of a case. Proficiency on various electronic information management systems such as Sharepoint, Zylab or other electronic content, records and/or document management system. 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.

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.

Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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.

Creativity: Actively seeks to improve programmes or services. Offers new and different options to solve problems or meet client needs. Promotes and persuades others to consider new ideas. Takes calculated risks on new and unusual ideas; thinks "outside the box." Takes an interest in new ideas and new ways of doing things. Is not bound by current thinking or traditional approaches.

Education High school diploma or equivalent is required.

Job - Specific Qualification Proficiency on various electronic information management systems, such as Sharepoint, is required.

Formal training in archives and information systems is desirable.

Training in basic database administration, information systems, document management, record-keeping practice and digital archives is required.

Work Experience A minimum of 9 years experience working in archives, records and/or information management is required.

Experience working in a judicial or diplomatic environment with senior officials or judges is desirable.

Languages English and French are the official and working languages of the International Court of Justice. An excellent command of either English or French and a sound working knowledge of the other language is required.

Assessment The assessment of qualified candidates will include written tests and a competency and/or knowledge-based interview.

Special Notice 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.

Pursuant to United Nations Staff Rule 4.4, applicable to the Registry, staff in the General Service and related categories shall be 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 shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. However, the present position may be subject to international recruitment and candidates recruited from outside The Netherlands may thus be eligible for such allowances and benefits.

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 in a position 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.

Applications that are found by the Court to meet the above criteria may be added to a reserve list in case a similar vacancy arises in the future.

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.