Organisational Context

The position of Project Coordination Assistant exists within the Information, Knowledge and Evidence Management Section (IKEMS).

The Information, Knowledge and Evidence Management Section (IKEMS), headed by an Information Management Coordinator, reports directly to the Prosecutor, and combines the OTP’s information, knowledge and evidence management operations into one consolidated section. IKEMS aims to maintain a coordinated, flexible and operationally responsive IKEM support capacity throughout the OTP, in order to support the full spectrum of OTP information and evidence operations.

Duties and Responsibilities

Under the direct supervision of the Information Management Coordinator, the incumbent will perform the following tasks:

• Coordinate the collection of management data and information, collate, analyse and disseminate results of the annual IKEMS survey.
• Research, compile, analyse, summarize and present basic information/date necessary for IKEMS performance monitoring and reporting, by drafting periodic and/or ad hoc reports and prepare forecasts as well as compile the IKEMS annual report, procurement plan, and equipment lifecycle management and capital replacement plans ensuring completeness and accuracy of data.
• Prepare and regularly update the annual procurement plan and forecast equipment needs. Meet with and draft/send/receive correspondence from stakeholders across the OTP, and responds to enquiries from all OTP core business areas with respect to all IKEMS projects, equipment needs, budgets and procurement initiatives.
• Liaise and collaborate with OTP Financial Planning and Control Unit as well as Divisional Planning and Control Officers to ensure accuracy, effectiveness and efficiency of IKEMS service delivery targets, continuously monitor spending of IKEMS equipment and project-related budgets, draft and update IKEMS procurement plan, oversee project/program implementation and take corrective action where necessary.
• Keep abreast of software license renewal and OTP subscription needs ensuring requisite information is included and justified in terms of proposed activities, and serve as focal point for coordination, monitoring and implementation of procurement/equipment projects relating to IKEMS budgets; follow-up on any administrative actions and resolve issues related to procurement/project implementation.
• Serve as Section focal point for all section-level coordination functions including, time-keeping, event coordination, training and travel, drafting agendas, summaries, notes and minutes, coordinating leave management, on/off-boarding, and providing guidance to newly arriving staff.
• Organizes stakeholder meetings, sets agendas, captures end-user requirements in relation to equipment/procurement needs, drafts and/or reviews Scopes of Work for equipment purchases, provides presentations on equipment/procurement options, proposes alternatives and solutions to meet OTP and/or IKEMS equipment needs and prepares summaries and necessary business reporting on all of the above.
• Ensures purchased equipment is received by ICC Asset Management and delivered to intended IKEMS and/or OTP recipients, reviews and reports on all HQ-based and deployed OTP mission equipment stockpiles, recommends replacements or write-offs, and acts as Product Owner of the centralized OTP equipment database recommending improvements or corrective actions/developments to continuously improve the tool.
• Perform other duties as required.

Essential Qualifications

Education:

Diploma of secondary education.

Experience:

A minimum of eight (8) years of practical experience in an executive office management role in at least two of the following three areas is required:

1) Drafting and editing surveys, reports, memoranda and presentations as well as analysing and drafting survey results and/or management information in ad hoc, quarterly or annual reports relating to KPIs, service delivery targets, procurement planning or project implementation.

2) Gathering user requirements and drafting, updating and/or monitoring the implementation of a procurement plan and equipment budget, providing presentations, recommendations and reports on equipment purchase options, logistics management issues and/or financial planning, administration, or procurement of goods and/or services.

3) Managing Section-wide administrative and/or service support needs and requests including planning and organizing training or meeting events, agendas, and drafting minutes and correspondence.

An advanced or first-level university degree may be considered as a substitute for two years' working experience only to determine eligibility.

Knowledge of and demonstrated experience with SAP is required. Training or certificates in programme or project management, procurement, business administration, public/private administration, or supply chain management are desirable.

Knowledge, Skills and abilities:

• Knowledge of MS Office (in particular Excel, Word, Powerpoint and Outlook);
• Excellent knowledge of office management policies, procedures and practices;
• Knowledge of MS Visio, SharePoint and knowledge of HP RM or other enterprise records management system;
• Ability to understand and interpret financial rules and regulations and apply these to the annual procurement plan and end-user projects/requests;
• Able to respond to unforeseen and urgent situations and perform accurately under time pressure, even when requiring a high attention to detail;
• Ability to foresee some coordination and business administrative support needs, make recommendations, propose alternatives and take initiative and corrective action;
• Demonstrated business, financial and/or resource administration skills;
• Excellent organisational, coordination and planning skills, even in fast-paced environments, coupled with a steadfast attention to detail and an unwavering adherence to confidentiality;
• Able to work independently and to build effective working relationships with clients and colleagues at all levels;
• Attention to detail with complex data sheets and financial or procurement information;
• Ability to perform under pressure, work independently and contribute to finding creative solutions to achieve goals, within the prevailing regulatory, budgetary and policy environments of IKEMS/OTP/ICC;
• Ability to conduct research and basic analysis, coupled with strong English drafting and editing skills;
• Ability to work harmoniously in a multi-cultural environment with sensitivity and respect for diversity.

Knowledge of languages:

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