Administrative Assistant (G-5)

Organisational Context
This position is located in Chambers, the judicial organ of the Court, which comprises the Pre-Trial, Trial and Appeals Divisions. Each of the Court’s 18 judges is assigned to one of these Divisions. In Chambers, administrative support is provided by several administrative assistants, while legal support is provided by legal staff at various levels. The administrative assistants are assigned to specific judges and fulfil the duties set out below as required by these judges.  

Duties and Responsibilities
The incumbent will perform the following duties:

• Provide secretarial and administrative assistance to the judges of the Court;
• Prepare communications from drafts in final form, including letters, statements and speeches;
• Check correspondence and other documents submitted for judges’ approval for completeness and accuracy of style and grammar;
• Co-ordinate the judges’ work schedule by arranging meetings/appointments with officials within and outside the Court, using discretion and judgment with regard to priority of appointments;
• Draft routine correspondence for judges as required;
• Act as focal point for any administrative action required by the administrative offices of the Court;
• Organize and maintain collections of documents, including electronically, for judges and legal staff, including in relation to judicial proceedings;
• Provide other administrative assistance in relation to judicial proceedings for judges and legal staff, as required;
• Maintain correspondence logs on subjects dealt with, indicating status, required follow-up and completion of the matter;
• Co-ordinate preparations for meetings by organizing, maintaining and obtaining documentation for distribution to participants;
• Maintain calendar charts and update reference files for judges;
• During a judge’s absence, take note of work-related developments and organize and prepare a reading file for her/his return;
• Monitor incoming mail and prepare routing slip indicating the name of officer handling the matter including notations on relevant developments;
• Perform other duties as required.

Essential Qualifications
Education:
Diploma of secondary education.

Experience:

At least six years of work experience performing administrative and secretarial functions for senior officials involving frequent contact with diplomatic personnel 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 secretarial and communication skills including drafting ability and knowledge of office automation systems (e.g. Word, Excel, Records Manager, Transcend, Ringtail) and the Court's protocol;
• Absolute discretion and loyalty;
• Broad general knowledge of the Court's structure and administrative procedures.

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