Administrative Assistant (G-5)

Organisational Context

The New York Liaison Office (NYLO) works to promote and facilitate effective communication and day-to-day interaction between the Court and the United Nations Secretariat and the various United Nations programmes, funds, offices and specialized agencies. The NYLO represents the Court (as observer) before the United Nations political and policy organs, including the United Nations General Assembly and the United Nations Security Council. The office also maintains contacts with Permanent Missions, international and regional organizations, and non-governmental organizations that have a presence at the United Nations, with a view to promoting cooperation with the Court and universality of the Rome Statute.

The Administrative Assistant will be based at ICC Headquarters in The Hague but working remotely/virtually under the supervision of the Head of NYLO.

Duties and Responsibilities

Under direct supervision of the Head of the New York Liaison Office the incumbent will have the following duties:

Support to the Head of the Office

•       Supporting the day-to-day running of the office, ensuring that all systems and equipment are in good working order.

•       Organizing the daily work of the Head of the New York Liaison Office;

•       Managing the calendar of meetings and appointments;

•       Preparing and post-processing of official travel, including detailed operational travel programme; closing trips;

•       Drafting and/or revising draft letters, speeches, presentations, memoranda and other confidential materials and verifying format according to Protocol standards;

•       Conducting research and preparing background information for meetings ;

•       Accompanying the Head of the Office to meetings, taking notes and drafting summaries of meetings for review by the Head of the Office.

•       Maintaining and managing the office filing system, using available electronic systems;

•       Maintaining an up-to-date directory for Permanent Missions, UN Offices and other partners in New York.

•       Other duties as required by the Head of the Office.

Meetings and Conference services

•       Organizing meetings and conferences (in-person or virtual) with officials inside/outside the Court;

•       Booking conference facilities and related technical services at the United Nations, for use by the Office/visiting court officials/ the ASP.

Budget

•       Tracking and monitoring expenditures for the Office, preparing monthly budget implementation reports, and assisting in the preparation of the Office budget.

Procurement

•       Under the contracting authority of the Head of Office, organize, implement and monitor local procurements for the provision of the physical resources, goods and services necessary for the office or to support visiting officials.

•       Review commodity/service procurement requests for completeness and precision to permit maximum price competition.

•       Initiate formal/informal advertisements for requests for quotation, 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.

•       Secure proper functioning of all office facilities; maintain an up-to-date list of assets, inventory and proposes the write-off of obsolete or damaged assets.

Mission support:

•       Process accreditation to the UN and UN ground passes for visiting Court officials

•       Coordinating and arranging hospitality events and receiving and assisting official visitors;

•       Provide logistical support to visiting Missions, including procurement of transportation and provision of equipment.

•       Supports missions for the duration of their activities within New York (provision of human and material means, contact with partners, suppliers involved in the support of the mission).

Human Resource

•       Initiate, review, process and follow-up on actions regarding the Office’s human resources activities.

•       Respond to inquiries; provide information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities under the staff rules and regulations 

•       Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements. Monitor the Office’s staffing table and prepare relevant statistical data and charts when required.

•       Assist with onboarding new staff – processing their registration and providing access to office equipment.

Qualifications

Education

Completion of diploma of secondary education;

Vocational training in administrative field is desirable;

Experience

At least six (6) years of practical experience in managing the office of an executive in an international organization or international court/tribunal, or providing secretarial support in a law firm or company, involving wide contact with diplomatic personnel, government entities or clients; 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:

•       Proven secretarial skills, including excellent drafting skills, in at least one of the working languages of the Court (English or French);

•       Proficiency in computer skills (MS Office package, including Word, Excel, Power Point and Outlook); technological awareness and willingness to learn the use of new electronic systems;

•       Excellent communication and interpersonal skills;

•       Effective organizational skills and ability to handle a large volume of work in an efficient and competent manner, even under time pressure; ability to rapidly prioritize tasks;

•       Reliability, utmost discretion, motivation, ability to work independently and as part of a team and willingness to learn new skills;

•       Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;

•       Knowledge of the diplomatic protocol rules would be considered an asset.

Knowledge of languages:

Proficiency in oral and written English is required. Working knowledge of French is desirable. Knowledge of another official language of the Court (Arabic, Chinese, Russian and Spanish) would be considered an asset.