Administrative Assistant (G-4)

Important:

Recruitment for this post in the General Service category is done on a local basis. As a result, staff are generally recruited from the area in which the particular office is located but could be of any nationality.  Candidates applying to a post in the General Services category shall meet the relevant employment and immigration requirements in the country of the duty station, including fulfilling residence and work permit conditions.

Applicants will be responsible for any expenses incurred in relation to: visa, travel to and from, and relocation to and from the duty station, in the event of an employment offer.

A staff member in the General Service category who has been locally recruited shall not be eligible for the entitlements and/or benefits exclusively applicable to internationally recruited staff.

Organisational Context

The Prosecutorial Administrative Services Division (PASD), under the overall management of its Director and management team, provides operational and technical support to the Office of the Prosecutor as a whole, and to the Prosecutorial Pillars and their Unified Teams in particular. Within the Prosecutorial Administrative Services Division, the Administrative Support Unit serves the entire Office, providing a unified point of coordination for all administrative tasks with agreed quality requirements and timelines.

The Unit also contributes to the agility and efficiency of the Office by supporting Office-wide projects related to procurement, office space projects, providing logistical support for events (including NGOs and civil society events), and providing general administrative support to the Court’s secondment programme.

Duties and Responsibilities

Under the supervision of the Project Officer in the Prosecutorial Administrative Services Division, Office of the Prosecutor (OTP), the incumbent will perform the following duties:

• Provide administrative support and assistance to the PASD/Integrated Services Division (ISD) and Unified Teams;
• Receive visitors;
• Assist with the management of new arrivals, both staff, interns and Visiting Professionals;
• Assist with office space management (coordinating with staff, FMU and IMSS for desk and office moves);
• Organise online meetings (which involves scheduling online meetings (for remote interviews);
• Managing Office Supplies and other “Enterprise” requests (that involves arranging for phones, office supplies, monitors, PCs through SolvIT tickets, creating Outlook email accounts/addresses, etc.);
• Assist with the ISD & PASD SharePoint sites (involves updating the portal as requested by ISD & PASD Management, including uploading all existing learning resources);
• Assist with the closing of travel records;
• Submit requests to the Financial Planning and Control Section (requests for consultants and contactors, requests to initiate staff recruitment and requests for vendor services);
• Receive, screen, log and route correspondence; drafts non-substantive correspondence and ensure follow- up;
• Assist in organising staff meetings and other events; taking minutes at meetings;
• Maintain a paper-based and electronic filing/documentation system;
• Hold time administrator role for the OTP (recording provisional sick leaves, CTO’s, Home Leave travel days, Development Leaves, etc., assist staff members with any leave related query, provide support to HRS with long term sick leave records);
• Perform other duties as required.

Essential Qualifications

Education:

Diploma of secondary education is required.

Experience:

A minimum of 4 years of secretarial/administrative experience is required. An advanced or a first-level university degree may be considered as a substitute for two years' working experience only to determine eligibility.

Knowledge, skills, and abilities:

• Excellent skills in Microsoft standard applications, i.e. Word, Excel and Power Point;
• Excellent communication, drafting and organisational skills;
• Ability to plan and establish priorities;
• A good knowledge of general office management policies, procedures and practices;
• Ability to work with a high degree of autonomy, proposing creative solutions and meeting deadlines;
• problem solving skills;
• Ability to interact and work with other staff to accomplish tasks;
• Ability to interact effectively with external partners;
• A pro-active and service oriented attitude;
• Ability to work in a multi-cultural environment, with respect for diversity.

Knowledge of languages:

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

ICC Leadership Competencies
Purpose
Collaboration
People
Results

ICC Core Competencies
Dedication to the mission and values
Professionalism
Teamwork
Learning and developing
Handling uncertain situations
Interaction
Realising objectives

Learn more about ICC leadership and core competencies.

General Information

- Candidates appointed to posts at a P-5 grade or in the Director category are subject to  a maximum aggregate length of service of seven years. This is pursuant to a decision of the Assembly of States Parties (ASP Resolution ICC-ASP/23/Res.2) to implement a tenure policy at the Court as of 1 January 2025.

- The selected candidate will be subject to a Personnel Security Clearance (PSC) process in accordance with ICC policy. The PSC process will include but will not be limited to, verification of the information provided in the personal history form and a criminal record check.

- Applicants may check the status of vacancies on ICC E-Recruitment web-site.

- Post to be filled by a national of a State Party to the ICC Statute, or of a State which has signed and is engaged in the ratification process or which is engaged in the accession process. This is pursuant to a decision of the Assembly of States Parties (ASP Resolution ICC-ASP/23/Res.3) to introduce a moratorium on the recruitment by the ICC of staff of non-States Parties’ nationality.

- In accordance with the Rome Statute, the ICC aims to achieve fair representation of women and men for all positions, representation of the principal legal systems of the world for legal positions, and equitable geographical representation for positions in the professional category.

- Applications from female candidates are particularly encouraged.

- Personnel recruited at the General Service level are not entitled to all of the benefits granted to internationally-recruited staff;

- The International Criminal Court applies the Inter-Organization Mobility Accord and can support secondment of staff from organizations of the United Nations Common System.