Administrative Assistant (G-5)

Organisational Context

Country Offices are time-bound and scalable staging posts for the Court’s operations in the situation countries, offering office space, vehicular support for missions and communications material and tools. They are also a source of information for Headquarters in terms of socio-political and security developments in the situation countries. Country Offices develop and maintain relationships with key partners on the ground in order to assist various Court actors in the execution of their roles in the field. Country Offices are organizationally located in the Division of External Operations (“DEO”) of the Registry.

The DEO is responsible for managing the activities of the ICC Country Offices through proper guidance, which requires coordination, anticipation, planning and monitoring. The interaction is based on effective communication between DEO and the Chief of Country Office, which entails obtaining, processing and disseminating relevant information in a timely manner. The Division supports the Chief of Country Office in their interaction with external actors with the aim of ensuring cooperation between the parties. The Division strives to ensure overall efficiency and effectiveness of its field operations with a view to supporting the Court’s operations and development.

Duties and Responsibilities

Under the direct supervision of the Administration and Operations Officer and under the general direction of the Chief of Country Office, the incumbent will perform the following duties:

Human Resources Management:

• Initiate, review, process and follow-up on actions regarding the human resources activities within the Country Office.
• Respond to inquiries, provide information and advice to staff regarding their entitlement, administrative procedures, visas and accreditations, processes and practices, conditions of service, duties and responsibilities under the Staff rules and Regulations.
• Oversee the maintenance of vacancy announcement files and keeping track of status of vacancy announcements and relevant documents. Monitor the Country Office’s staffing table and prepare relevant statistical data and charts when required.
• Enter, maintain and certify administrative data and records of time, attendance and any other related human resources actions in an electronic information system with back-up hard copies.

Budget & Finance:

• Assist in the preparation and review of financial and human resource data required for the budget purposes.
• Consolidate relevant information/data in support of resource requirements for budgets submissions.
• Prepare/customise budget reports in coordination with other finance and budget staff as applicable.
• Be responsible for the issuance and control of petty cash funds, in compliance with the ICC Financial Regulations and Rules. Act as petty cash custodian or alternate petty cash custodian.
• Prepare and maintain all records related to the Country Office financial systems including the management of the Petty Cash and Impress Accounts with weekly/monthly reconciliation reports.
• Assist in ensuring that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained.
• Research and analyse information needed to respond to audit findings or requests.
• Quickly respond to queries from staff members and third parties with regard to financial matters.
   

Procurement:

• Implement and monitor  local procurements within the contracting authority of the Administration and Operations Officer for the provision of the physical resources, goods and services necessary in direct support of Mission operations. Including commodity procurement planning, negotiation of contracts, customs and VAT, accountability, insurance/delivery, end-use verifications, claims for loss or shortage, contract reporting and close out.
• Review commodity/service procurement requests for completeness and precision to permit maximum competition on price.
• Recommend most advantageous procurement methods in terms of reliability, cost and lead time for particular commodities or services.
• Initiate formal/informal advertisements for requests for quotation, liaise with vendors, invitation to bid or, alternatively, consults catalogues, source lists or vendor websites to determine the best price for services and goods.
• Establish and maintain comprehensive paper and electronic records of all procurement actions including contract files, including in SAP.

Mission support:

• Prepare, process and follow-up on administrative actions related to the effective and timely support of the DEO and Country Office.
• Prepare the setting up of travel missions (reception, transport, accommodation, various rentals, provision of equipment).
• Maintain the software systems and databases, such as SAP, through entering and updating the relevant data. Keep the records up-to-date, both hardcopy and electronic to ensure proper audit trail.
• Ensure the day-to-day office operations and support during the absence of the Administration and Operations Officer.

Essential Qualifications

Education

Diploma of secondary education.

Experience

Minimum six years of progressively responsible relevant experience. Advanced or a first-level university degree may be considered as a substitute for two years' working experience only to determine eligibility.

• Initiative, creativity and cooperation.
• Organisational and interpersonal communication skills.
• Sense of integrity.
• Discretion skills.
• Ability to prioritize.

Knowledge, Skills and Abilities:

• Knowledge of administrative support/logistics with a good understanding of field support operations.
• Demonstrated effective organizational skills and the ability to handle multiple tasks in an efficient and timely manner.
• Proficiency in IT processes and applications as they relate to administrative/logistics functions as well as the procurement of supplies and equipment.
• Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Knowledge of Languages:

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