Administrative Assistant (G-4)

23567 | Registry 

This fixed-term appointment, funded by General Temporary Assistance (GTA), is in accordance with the duration of a contract with the European Commission (EC) for the project “Building Legal Expertise and Fostering Cooperation” (hereinafter “the project”), which runs until 30 April 2025, with a foreseen extension beyond that date.

A roster of suitable candidates may be established for this post as a result of this selection process for both fixed-term established and general temporary assistance posts.

Organizational Context

This post is located in the EC Team in the External Relations and State Cooperation Unit in the Registry. The project, which aims to increase State support for and cooperation with the ICC, incorporates various activities including organization by the Court of seminars, events and trainings.

Duties and responsibilities:

Under the supervision of the Associate Programme Officer, the incumbent will:

• Support the drafting, preparation, formatting, printing and mailing of letters, memoranda and other documentation;
• Assist with administrative preparations and follow-up related to the organization of local and international seminars, events and trainings (SET), including by:

• Corresponding with and following-up on queries of delegates participating in SETs;
• Developing and maintaining attendance lists;
• Receiving and assisting participants attending SETs;
• Supporting the organization of various logistical requirements;
• Providing input in the preparation of SET budgets;
• Preparing all travel documents related to the opening and closing trips;
• Preparing and/or coordinating the preparation of documentation, including supporting the development and printing of new documentation;
• Identifying potential problems relating to the seminars' logistical arrangements and assisting team with finding possible solutions;
• Supporting the analysis of participant feedback to SETs for evaluation purposes and drawing good practices;
• Supporting the maintenance of all records related to SETs;
• Compiling, as necessary, various statistics to serve as indicators for measuring the impact of SET-related activities, so as to accurately report back to various donors;

• Perform other tasks as necessary.

Essential Qualifications

Education:

Completion of secondary education.

Experience:

• A minimum of four years’ experience in administrative work in a national or international environment. An advanced or a first-level university degree may be considered as a substitute for two years' working experience only to determine eligibility.
• Experience using SAP is considered a strong asset.
• Experience in events and seminar planning highly desirable.
• Knowledge of and/or experience in diplomatic protocol is desirable.

Knowledge, skills, and abilities:

• Excellent skills in Microsoft standard applications, i.e. Word, Excel, PowerPoint and Access;
• Good knowledge of general office management policies, procedures and practices;
• Knowledge of the UN common administrative system is desirable;
• Excellent organizational, planning and coordination skills;
• Ability to keep strict standards of confidentiality and security;
• Flexibility and adaptability to changing environments and plans;
• Ability to familiarize quickly with new situations, to anticipate difficulties, to manage conflicting priorities and to deal with a variety of different tasks under time pressure;
• Cultural and gender sensitivity and ability to establish and maintain effective working relationships with people of different national and cultural backgrounds with respect for diversity;
• Absolute integrity, tact, sensitivity, discretion and good judgment, including particular sensitivity to the needs of victims of sexual violence, children, the elderly and the disabled;
• Excellent interpersonal, negotiation, written and verbal communication skills.

Knowledge of languages:

Proficiency in one of the working languages of the Court, English or French, is required. Working knowledge of the other working language of the Court is highly desirable. Knowledge of another official language of the Court (Arabic, Chinese, Russian and Spanish) would be considered an asset.