Associate Administration Officer (P-2) - Short Term

Organisational context
The Services Section in the Office of the Prosecutor (OTP) is made up of four units: the Financial Planning and Control Unit (FPC), the Information and Evidence Unit (IEU), the Knowledge¬-Base Unit (KBU) and the Language Services Unit (LSU). The units perform activities which are not, and cannot, be carried out by sections or units in other parts of the Court and are essential to support OTP operations.

The Section serves as the main point of liaison between the OTP and the Registry.  In so doing, it manages service requests arising from OTP operational needs and represents the Office in Court wide initiatives and projects.
In addition, the Section represents the OTP in financial, budgetary and resource related matters before the Committee, the States Parties’ delegates of The Hague Working Group (HWG) and other stakeholders, such as NGOs and international institutions.
 
The Financial Planning and Control Unit provides the operational divisions with the necessary financial support services to fulfil their mandates. These include, in particular:

• Coordination and preparation of the OTP budget;
• Management of OTP funds, including approval and certification of   expenditures, preparation of detailed estimates of the financial impact of the activities performed by the Office, and expenditure reporting and forecasting;
• Careful administration of funds dedicated to field operations and witness related activities, official travel, procurement, and the administration of posts including GTA positions;
• Effective monitoring and control of the use of resources in compliance with the Court’s Financial Rules and Regulations;
• In carrying out these responsibilities, the Unit adopts a flexible approach and ensures effective coordination with the Registry to allow the seamless provision of common services, in a continuum of activities that is aimed at meeting client needs with minimum resources.
   

Duties and Responsibilities
Under the supervision of Administration Officer, the incumbent performs the following duties:

• Assist in the development and implementation reporting of the Office of the Prosecutor's (OTP) budget, including the preparation of forecasts, preliminary analysis, tracking of allotments and transfers and elaborating expenditure and performance reports;
• Assist in the establishment of extra budgetary Trust Funds including advising internal clients on procedures and reporting on expenditures and achievements to donors;
• Coordinate the staffing administration for the OTP, tracking staff deployments and analysing staffing budget data;
• Consolidate the annual procurement plan for the OTP in liaison with the other sections, updating plans as necessary and reporting on implementation;
• Further develop and implement Internship and Visiting Professional Programme development objectives and oversee the administration of the Programme within the Office of the Prosecutor;
• Assist with improvement planning and the implementation of service improvement initiatives within the Unit;
• Develop and lead training sessions in relation to administrative matters as requested by the Administration Officer;
• As the alternate Certifying Officer for OTP, verifies and certifies expenditure, obligations and allotments of the OTP budget, exercising discretion and ensuring to adherence to the Financial Rules and Regulations;
• Undertake other duties and projects as may be assigned by the supervisor of the Unit;
• Deputise for the Administration Officer during periods of absence.

 
Essential Qualifications
Education:
Advanced University degree, in the relevant field such as business administration or a similar field from a recognised university. A first-level university degree, in combination with two additional years of qualifying experience is accepted in lieu of the advanced university degree.
 
Experience:
A minimum of two years of relevant professional experience (four years with a first level university degree) in administration context, preferably in an international environment.
 
Knowledge, skills and abilities:

• Knowledge of relevant rules and regulations to be able to facilitate budget and financial transactions/certifications as well as HR/staffing related Budget matters;
• Excellent organisational skills, time management and the ability to multi-task in a fast paced environment;
• Good inter-personal and negotiation skills; client orientation and flexibility;
• Ability to work under pressure;
• Strong analytical skills, accuracy, ability to assimilate complex data and synthesise result s;
• High level of IT proficiency (MS Office and ERP systems);
• Knowledge of  SAP would be considered a strong asset;
• Ability to work in a non-discriminatory manner, with respect for diversity and ability to keep strict standards of confidentiality and security;
• Professional integrity.

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