Administrative Assistant (G-5)

18662 | Registry 

A roster of suitable candidates may be established for this post as a result of this selection process for fixed-term appointments against both established posts and positions funded by general temporary assistance (GTA).

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 Division of External Operations (DEO) is responsible for managing the activities of the ICC Field Offices through proper guidance, which requires coordination, anticipation, planning and monitoring. The interaction is based on effective communication between DEO and the Head of Field Office, which entails obtaining, processing and disseminating relevant information in a timely manner. DEO supports the Head of Field 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 Field Office, the incumbent performs the following tasks:

Human Resources Management:

• Initiate, review, process and follow-up on actions regarding the Section’s human resources activities.
• Respond to inquiries; provide information and advice to staff regarding their entitlement, 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 keeping track of status of vacancy announcements. Monitor the Section’s staffing table and prepare relevant statistical data and charts when required.
   

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.
• Responsible for the issuance and control of petty cash funds, in compliance with the ICC Financial Regulations and Rules. Acts as alternate petty cash custodian.
• Prepare and maintain all records related to the Field 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 of 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. Includes commodity procurement planning, negotiation of contracts, accountability, insurance/delivery, end-use verifications, claims for loss or shortage, contract reporting and close out.
• Reviews commodity/service procurement requests for completeness and precision to permit maximum competition on price.
• Recommends 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, invitation to bid or, alternatively, consults catalogues, source lists or vendor websites to determine the best price for services and goods.
• Establishes and maintains comprehensive paper and electronic records of all procurement actions including contract files.
• Keeps up to date the assets inventory, and proposes the write off of obsolete or damaged assets.

Mission support:

• Prepares the setting up of external missions (reception, transport, accommodation, various rentals, provision of equipment).
• Supports missions for the duration of their activities within the country (provision of human and material means, contact with partners, suppliers involved in the support of the mission).
• Ensures the common day to day running of the office 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.

Knowledge, skills, and abilities:

• Knowledge of administrative/logistics support 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 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. Knowledge of a local language would be an asset.