Org. Setting and Reporting

This position is located in the Security and General Assistance Division of the Registry of the International Court of Justice. The incumbent reports to the Head of Division.

Responsibilities

Reporting directly to the Head of the Security and General Assistance Division, and within the limits of delegated authority, the Team Assistant will be responsible for the following duties: – Assist the Head of Division in the co-ordination of programme and project planning and preparation work relating to security and safety, information security, business continuity, driving operations, mail room operations, and any other operational areas; monitoring the status of programme and project proposals and taking receipt of relevant documentation for review and approval; – Compile, summarize and present basic information/data on specific programmes/projects and related topics or issues; follow up within the Division to ensure programme and project initiatives are implemented as directed by the Head of Division, and with partners in other departments and divisions to ensure programme and project steps are pursued and completed; – Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies and distribute project documents to relevant parties upon approval; – Serve as the focal point for the administrative co-ordination of programme/project implementation activities, involving liaison within the Division to initiate requests, process and follow up on administrative actions, e.g. establishment of administrative systems and procedures, preparation of relevant documents, sourcing of required information inputs, procurement of equipment and services; – Compile, summarize and enter data on project delivery; draft related status reports, identify shortfalls in delivery, budget overruns, etc., and bring these to the attention of the Head of Division; – Monitor the implementation of the Division’s budget ; verifying availability of funds; ensuring necessary approval and entry in electronic system; maintaining oversight of budgetary and financial expenditures and commitments; – Draft correspondence on relevant issues and prepare and updat periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.; – Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings and workshops; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.; – Deliver ICJ mail, parcels and documents to relevant addressees (ministries, embassies, permanent missions, etc.); replace the Receptionist as necessary; – Provide guidance/training to other staff of the Division; – Maintain the stock of stationery; issue the stationery to the staff and keep accurate records; re-order the supplies as necessary; receive and inspect the goods received for the Division; – Work on site by being physically present (presence of the Security and General Assistance Division personnel is required in the Court); – Perform other duties as assigned.

Competencies

Professionalism: Has knowledge of general office and administrative support including administrative policies, processes and procedures; 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 & 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.

Job – Specific Qualification

Additional qualifications in operations management, security management, information security or business continuity management is desirable. Umoja certifications for requisitioning roles (SA.01 Requisitioner (Shopping Carts – Goods/Services excluding HR) and SA.08 SA Low Value Acquisitioner) is desirable. Valid driving licence in the Netherlands is desirable.

Work Experience

Four years of experience in programme or project administration, or related area, is required Experience working in Umoja as a requisitioner (SA.01 and SA.08) is desirable. Experience working with similar roles in SAP may be considered an asset.

Languages

French and English are the two official and working languages of the Court. Excellent command of one of these languages and a working knowledge of the other is required. Knowledge of other official United Nations languages and of Dutch would be an advantage.

Assessment

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

Special Notice

This position is temporarily vacant pending the finalization of a standard recruitment and selection process. 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 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. 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.