General Services Management Assistant

Org. Setting and Reporting

The International Court of Justice is the principal judicial organ of the United Nations. It is composed of 15 judges, elected by the General Assembly and the Security Council. The Court has a twofold role: first, to settle, in accordance with international law, legal disputes submitted to it by States; and, second, to give advisory opinions on legal questions referred to it by duly authorized United Nations organs and specialized agencies. The Court is the only principal organ of the United Nations not serviced by the Secretariat. The Court has its own administration, the Registry, which provides judicial support to the Court and acts as a permanent administrative organ. The Registry is headed by a Registrar, elected by the Court. The incumbent is appointed by the Registrar with the approval of the President (Rules of Court, Art. 25). The position is located in the Registry's Security and General Assistance Division. The General Services Management Assistant reports directly to the Head of the Security and General Assistance Division.

Responsibilities

Within delegated authority, the General Services Management Assistant supports the Head of the Security and General Assistance Division in the performance of non-security-related functions. The incumbent directly supervises the General Assistance Unit consisting of 5 staff members in the general service category and acts as the focal point for all administrative matters within the Division.Under the direct supervision of the Head of Division, the incumbent will perform the following duties: SUPPORT IN BUDGET AND FINANCE 1. Assists in the preparation of budget submissions, utilizing historical data to support and justify requests and ensuring completeness of activity plans and costs prior to budget submission for approval. 2. Assist in monitoring the implementation of the division's budget, verifying availability of funds and ensuring necessary approvals before initiating purchases and/or payments. 3. Maintain oversight of the division's budgetary and financial expenditures and commitments, and where necessary suggest adjustments and fund redeployments. SUPPORT IN PROCUREMENT, PROPERTY MANAGEMENT AND LOGISTICS 1. Assist the preparation of requisitions by drafting specifications, terms of reference for goods and services, and source selection plans before submission of the shopping carts for approval by the head of division and, where appropriate, processing by the procurement unit 2. Assisting in the monitoring the performance of vendor contracts for the division, by ensuring timely and accurate delivery of purchased items and services and timely payment of vendor invoices. Assist in completing vendor performance reports. 3. Conduct receipt and inspection of items purchased by the division, process goods receipts and service entry sheets and ensure property records are updated in Umoja as appropriate. Report any discrepancies or damages in a timely manner. Provide assistance in physical verification of property items entrusted to the division. 4. Manage supplies, stationery, and other consumables, maintaining records of usage and ensure timely replenishment by following specific lead times. SUPPORT IN HUMAN RESOURCES MANAGEMENT 1. Supervise the operations of the General Assistance Unit, ensuring that the tasks and responsibilities of each team member are performed in a timely, efficient, and professional manner. 2. Maintain time and attendance records for the unit's staff, approve their requests for leave and report any unrecorded absences. Monitor overtime use, ensuring proper compensation and life balance. 3. Assisting in the production of the unit workplans and guide team members in devising their annual performance plans. Provide performance feedback and coaching throughout the year, and conducts midpoint and annual performance reviews, ensuring timely completion of performance reports. LOGISTICS AND GENERAL ADMINISTRATION 1. Assisting the organizing court activities and events, by preparing the courtroom and associated judicial rooms, including arranging for judges robes, bibs, and refreshments, and providing ushering services during hearings and sittings. 2. Manage the vehicle fleet, ensuring vehicle inspection and maintenance are conducted so that IC J vehicles are compliant with host country safety, construction and use regulations, and insurance requirements. 3. Supervise driving operations, ensuring the use of IC J vehicles is restricted to official activities. 4. Supervise other unit operations, including mail and pouch, reception, and internal mail. 5. Provide assistance in building management, including liaising with the Carnegie Foundation on requests for routine and emergency repairs in collaboration with the Administration and Personnel Division. 6. Perform other duties as assigned by the Head of Division.

Competencies

Professionalism: Knowledge of managing support operations. Ability to effectively support clients across a range of disciplines. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. 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 and 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. Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. 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. Judgement/decision making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly. Gathers relevant information before making a decision. Considers positive and negative impacts of decisions prior to making them. Takes decisions with an eye to the impact on others and on the Organization. Proposes a course of action or makes a recommendation based on all available information. Checks assumptions against facts. Determines that the actions proposed will satisfy the expressed and underlying needs for the decision. Makes tough decisions when necessary.

Education

A high school diploma or equivalent is required.

Job - Specific Qualification

A driving license, EU class B or above, or equivalent is required. A university degree in business administration, public administration, project management, logistics or a related area is desirable.

Work Experience

Seven (7) years (or 5 years for candidates with a first level university degree) experience in general administration, management, logistics, budgeting or project management is required. Experience in drafting formal reports, instructions, and standard operating procedures is required. Experience in using enterprise resource planning systems is required.

Languages

Assessment

The assessment of qualified candidates will include written tests and a competency-based interview.

Special Notice

The appointment against this position is limited to the International Court of Justice. 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. Candidates meeting the requirements of the position may be invited for tests and interview remotely or at the seat of the Court in The Hague. In the latter case, those candidates will be required to cover their own travel, accommodation and subsistence costs. The selected candidate may be subject to security clearance, including verification of the information provided and a criminal record check. All candidates should be prepared to submit an electronic copy of their passport 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. Applications that are found by the Court to meet the vacancy announcement criteria may be added to a reserve list in case a similar vacancy arises in the future. Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered. In addition to a salary paid in euros, the Court offers an attractive benefits package including 30 days of annual leave, a pension plan and subsidized medical insurance. 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 may be applied.

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.