Administrative Assistant (G-4) (Part Time) - Short-term

Organizational Context

The Staff Union Council (SUC) shall represent, safeguard and promote the rights, interests and welfare of all staff members of the Court and shall strive to improve overall conditions of employment.

Duties & Responsibilities:

The incumbent provides the ICC Staff Union Council and its members with administrative assistance and support, as follows.

Administrative and Meeting Support

• Provide general administrative and office support to the Staff Union Council (SUC).
• Coordinate attendance and logistical arrangements for SUC meetings.
• Prepare meeting documentation and supporting materials, and take minutes of key meetings.
• Publish approved meeting minutes internally and ensure that minutes, memoranda and correspondence with key stakeholders are properly filed and archived.
• Respond to general correspondence and liaise with relevant internal services, staff members and other stakeholders as required.
• Conduct administrative research on products, services and other matters required by the Staff Union Council.

Records, Document Management and Internal Information

• Maintain and organise Staff Union Council records and archives, ensuring that documents are appropriately filed and readily accessible.
• Maintain and organise content on the SUC internal portal.
• Update and maintain SUC email distribution groups.
• Grant and manage access rights to relevant SUC resources, as required.

Membership Administration

• Maintain accurate records relating to the registration and termination of Staff Union members.
• Process membership registrations and terminations and follow up on any related administrative issues.
• Prepare and coordinate welcome packages for contributing Staff Union members and gym users.
• Respond to membership-related administrative queries and liaise with relevant services to resolve registration or termination issues.

Event Organisation and Logistical Support

• Provide administrative and logistical support for the organisation of Staff Union Council events, including SUC retreats, the Annual General Meeting and the Medal Ceremony.
• Coordinate practical arrangements such as room bookings, interpretation services, invitations and the preparation and distribution of relevant documentation.
• Liaise with internal services and other stakeholders to ensure the smooth organisation of events.

Communications and Reporting Support

• Support the preparation, compilation and dissemination of Staff Union Council communications, reports and other internal documentation.
• Assist with the preparation of documentation for the Annual General Meeting, including the compilation and formatting of the Staff Union Council’s annual report and related materials.
• Ensure that relevant communications and documentation are prepared and circulated in a timely and consistent manner.

Essential Qualifications

Education:

Completion of secondary education.

Experience:

At least four (4) years of work experience at the national/international level, particularly in the field of administration, office management, or other related fields 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, PowerPoint;
• A good knowledge of general office management policies, procedures and practices;
• Demonstrated use of initiative and ability anticipate next steps;
• Effective organizational skills and ability to handle a large volume of work in an efficient and timely manner;
• Continuous commitment to learning;
• Excellent communication and interpersonal skills;
• Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
• Ability to write in a clear and concise manner and to communicate politely and effectively;
• Professional and personal integrity;
• Knowledge of TRIM and SAP is an asset.

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, Spanish) would be considered an asset. Knowledge of Dutch language is an advantage.