Administrative Assistant, G5

The Administrative Assistant provides administrative support to the General Assistance Unit and wider Division within the Registry’s Security and General Assistance Division of the International Court of Justice. The role includes assistance in budget and finance, diplomatic pouch operations, procurement and contract management, and general administration duties.

Responsibilities

• Assists in the preparation of budget submissions by preparing documents and retrieving historical data.
• Assists in maintaining accurate records of budget expenditures and alerts the Supervisor if allocated funds are running low.
• Acts as the focal point for all diplomatic pouch operations for the Court.
• Ensures all incoming and outgoing pouches are recorded correctly in accordance with applicable policies and procedures.
• Receives items for dispatch, ensures compliance with regulations, prepares the pouch and compiles accurate data on the items dispatched, and prepares necessary paperwork according to UN regulations and host country customs laws.
• Receives incoming pouches, checks for completeness against manifests, reports discrepancies, and arranges forwarding of contents to relevant Divisions and Departments of the Court.
• Assists with raising shopping carts and service entry sheets for goods and services, including low value acquisitions, and responds to short notice requests for emergency top up of consumables.
• Assists with monitoring the performance of vendor contracts for the division, checks vendor details for timely payment, assists vendors with changes, and checks invoices against goods and services received.
• Conducts direct liaison with contract vendors to ensure timely delivery of goods and maintenance of the Court's vehicle fleet by booking appointments for inspections.
• Provides general office assistance, responds to complex requests for information, assists in maintaining accurate divisional records, attendance and HR related records, and reports unauthorized absences.
• Drafts routine correspondence and letters for signature by the Head of Division and/or Unit supervisor.
• Assists with receptionist duties during breaks and leaves, including providing regular mail services, distributing stationery, recording requests for building management work, and keeping correct records.
• Performs other duties as assigned by the General Services Management Assistant or Head of Division as needed.

Requirements

• High school diploma or equivalent is required.
• Additional training in business administration or contract management is desirable.
• A minimum of five (5) years in general administration / secretarial work is required.
• Experience in using enterprise resource planning systems (ERPs) is required.
• English and French are the official languages of the Court. UN Level III (Advanced) in one of these languages and UN Level II (Intermediate) in the other language are required.
• Knowledge of Dutch is desirable.

Skills

• General Administration
• Secretarial experience
• Enterprise Resource Planning
• Contract Management
• Budget Assistance
• Financial Assistance
• Procurement
• Diplomatic Pouch Operations
• Business Administration

Languages

English, French, Dutch