Administrative Assistant, G5

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, 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. The Court has its own administration, the 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 incumbent is appointed by the Registrar with the approval of the President (Rules of Court, Art. 25). The position is located in the Registry’s Security and General Assistance Division. The Administrative Assistant works under the general supervision of the Head of the Division and reports directly to the General Services Management Assistant (Head of General Assistance Unit).

Responsibilities

Under the supervision of the General Services Management Assistant and within delegated authority, the Administrative Assistant provides administrative support to the General Assistance Unit and wider Division. The incumbent also acts as the focal point for diplomatic pouch operations. In particular, the incumbent performs the following duties. ASSISTANCE IN BUDGET AND FINANCE 1. Assists in the preparation of budget submissions by preparing documents and retrieving historical data. 2. Assists in maintaining accurate records of budget expenditures. Alerts the Supervisor if allocated funds are running low. ASSISTANCE IN DIPLOMATIC POUCH OPERATIONS 1. Acts as the focal point for all diplomatic pouch operations for the Court. 2. Ensures all incoming and outgoing pouches are recorded correctly in accordance with applicable policies and procedures. 3. Receives items for dispatch. Ensures that they comply with the various regulations. Prepares the pouch and compiles accurate data on the items dispatched. Prepares the necessary paperwork in accordance with UN regulations and host country customs laws. 3. Receives incoming pouches and checks for completeness against manifests. Reports any discrepancies. Arranges for forwarding of contents to relevant Divisions and Departments of the Court. PROCUREMENT AND CONTRACT MANGEMENT 1. Assists with raising shopping carts and service entry sheets for goods and services, including low value acquisitions. Responds to short notice requests for emergency top up of consumables. 2. Assists with monitoring the performance of vendor contracts for the division. Checks that vendors supply correct details to ensure payment in a timely manner. Assists vendors when they change details such as company name or bank account. Assists in checking that invoices for goods and services match goods and services received. 3. Conducts direct liaison with contract vendors to ensure timely delivery of goods such as water and timely maintenance of the Court's vehicle fleet by booking appointments for inspections. GENERAL ADMINISTRATION 1. Provides general office assistance. Responds to complex requests for information. Assists in the maintenance of accurate divisional records. Assists in the maintenance of accurate attendance and other HR related records. Reports any unauthorized absences. Liaises with HR to ensure issues are addressed according to Staff Rules and Regulations. 2. Drafts routine correspondence and letters for signature by the Head of Division and or Unit supervisor. 3. Assists with receptionist duties by standing in during breaks and leaves of absence. Including providing regular (non-diplomatic pouch) mail services for the Court. Distributing stationery and other items as needed insuring that correct records are kept. Recording of requests to the Carnegie Foundation for building management work. 4. Performs other duties as assigned by the General Services Management Assistant or Head of Division as needed.

Competencies

Professionalism: 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Additional training in business administration or contract management is desirable.

Work Experience

A minimum of five (5) years in general administration / secretarial work is required. Experience in using enterprise resource planning systems (ERPs) is required.

Languages

English and French are the official languages of the Court. UN Level III (Advanced) in one of these languages and UN Level II (Intermediate) in the other language are required. Knowledge of Dutch is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages LanguageReadingWritingListeningSpeakingEnglishUN Level IIIUN Level IIIUN Level IIIUN Level IIIFrenchUN Level IIUN Level IIUN Level IIUN Level IIORFrenchUN Level IIIUN Level IIIUN Level IIIUN Level IIIEnglishUN Level IIUN Level IIUN Level IIUN Level II

Desirable Languages

LanguageReadingWritingListeningSpeakingDutchUN Level IUN Level IUN Level IUN Level I

Assessment

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

Special Notice

The appointment against this position is limited to the International Court of Justice. 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. The selected candidate may be subject to security clearance, including verification of the information provided and a criminal record check. All candidates should be prepared to submit an electronic copy of their passport 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 vacancy announcement criteria may be added to a reserve list in case a similar vacancy arises in the future. Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered. In addition to a salary paid in euros, the Court offers an attractive benefits package including 30 days of annual leave, a pension plan and subsidized medical insurance. 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 may be applied.

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.