Extra-Budgetary Programme Coordinator (P-3)

Organisational Context

The Extra-budgetary Resources Programme (XB Programme) constitutes a critical asset for the OTP, contributing both operational and financial value. The XB Programme was established in 2022 to manage and coordinate both the OTP Trust Fund for Advanced Technology and Specialized Capacity and the Seconded Personnel Programme (Secondment Programme) at the Office of the Prosecutor. Three OTP Trust Funds are currently coordinated by the XB Programme team. These include the Trust Fund for Advanced Technology and Specialised Capacity (T210), the Trust Fund for Geographic Diversity (T211), and the Trust Fund for Complementarity and Cooperation (T212). The Secondment Programme was launched in March 2022. To date, the Office has welcomed more than one hundred and twenty seconded national experts from several releasing entities across a number of States Parties. These national experts have been integrated across diverse teams, supporting both Unified Teams and specialised technical and thematic units. Their contributions have significantly bolstered the Office's capacities and provided an important injection of expertise, helping to address growing and urgent needs. Since its inception, the programme has also strengthened in-house knowledge and helped advance strategic priorities across multiple situations. The XB Programme is placed in the Prosecutorial Administrative Services Division (PASD) in the Office of the Prosecutor.

Duties and Responsibilities

Reporting directly to the Senior Finance and Budget Manager, Head of the Financial Planning and Control Section (FPCS) within the Prosecutorial Administrative Services Division (PASD), the Programme Coordinator will perform the following duties and responsibilities within the Office of the Prosecutor (OTP):

• Assume full responsibility for coordinating the implementation of all programme activities related to the Secondment and Trust Funds programmes of the OTP across the various sections and units involved;
• Supervise programme staff, setting goals, providing guidance, ensuring timely and meaningful performance appraisals, and promoting staff well‑being in a professional and inclusive multicultural work environment;
• In collaboration with the Senior Finance and Budget Manager, contribute to shaping and aligning the programmes within the broader OTP strategy;
• Serve as the primary liaison for internal and external engagement with donor representatives and other fund stakeholders. This includes:
  • Participating in management meetings and technical working groups to provide advice on resource needs, programming, and issues relevant to voluntary contributions;
  • Coordinating the preparation, negotiation, and finalization of grant and contribution agreements with donors, in close collaboration with the relevant OTP and Registry functions;
• Lead the planning, organization, and management of Trust Fund Cost Plans, including budget and spending plan revisions based on submissions from programmes, divisions, and sections. This includes:
  • Advising and assisting OTP managers in developing project proposals and cost plans, and coordinating fund allocation and disbursement to ensure efficient and optimized use of resources;
  • Overseeing financial monitoring of all trust funds and extrabudgetary projects, ensuring effective financial and administrative management of voluntary contributions;
  • Coordinating the preparation and consolidation of financial and narrative donor reports in compliance with IPSAS, grant agreements, and donor requirements, and maintaining accurate contribution records;
  • Leading or participating in coordination and management meetings on extrabudgetary resources, providing guidance on procedures and donor visibility, and identifying risks and mitigation measures;
• Act as focal point for liaison with releasing entities and other stakeholders involved in the Secondment Programme. This includes:
  • Participating in management meetings and technical working groups to advise on resource needs, selection processes and on-boarding, and issues related to seconded personnel;
  • Coordinating the preparation, negotiation, and finalization of secondment agreements and memoranda of understanding with releasing entities, working closely with relevant OTP and Registry counterparts;
  • Coordinating the preparation of interim and final reports and evaluations in accordance with programme procedures and releasing entities’ requirements;
  • Providing guidance to donors and releasing entities;
• Provide timely up-dates and reports on ad hoc issues and overall programme implementation to the PASD;          
• Monitor, report on and contribute to managing risks within both programmes (e.g. timelines, budget, reputation and quality);
• Define benchmarks to measure programme success, develop KPIs, streamline internal processes;
• Develop and maintain a programme risk log and capture lessons learned;
• The Extra-Budgetary Programme Coordinator may also perform any other duties as required and assigned by the Senior Finance and Budget Manager or the PASD Director in support of OTP’s strategic objectives.

Essential Qualifications

Education:

An advanced university degree in international relations, business development / administration, or a related field. A first-level university degree in combination with two additional years of qualifying experience is accepted in lieu of the advanced university degree.

Experience:

• A minimum of five years of progressively responsible experience in programme management, finance, administration, budget, business administration or related area is required.
• At least two years of experience in the administration of voluntary contributions and extra-budgetary resources in international organizations is required (focus on public services and/or courts and prosecution offices is desirable).
• Knowledge of budget management.
• Programme management for complex projects.
• General knowledge of ERP systems.
• Excellent skills in Word and Power Point. Good knowledge of Excel.

Knowledge, skills and abilities:

• Knowledge of project management principles
• Ability to facilitate inclusive discussions to find consensus among a wide range of partners
• Excellent skills in communication, presentation, and drafting and an ability to prepare and present detailed and accurate meeting minutes as well as reports that are concise and accurately reflect the discussions;
• Ability to pay attention to detail;
• Strong analytical, planning and organisational skills, with flexibility and ability to adjust in a highly dynamic environment;
• Excellent coordination and supervisory skills and the ability to interact with senior officials;
• Ability to work effectively under strict deadlines and under stress;
• Demonstrated ability to work in a multicultural, multi-ethnic environment and to maintain effective working relationships with people of different national and cultural backgrounds;
• Ability to keep strict standards of confidentiality;
• Professional integrity.

Knowledge of languages:

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