General Services Management Assistant

The General Services Management Assistant supports the Head of the Security and General Assistance Division in non-security functions, supervises the General Assistance Unit, and manages administrative, budgetary, procurement, human resources, logistics, and general administration tasks within the division at the International Court of Justice in The Hague.

Responsibilities

• Assist in the preparation of budget submissions, utilizing historical data to support and justify requests and ensuring completeness of activity plans and costs prior to budget submission for approval.
• Assist in monitoring the implementation of the division's budget, verifying availability of funds and ensuring necessary approvals before initiating purchases and/or payments.
• Maintain oversight of the division's budgetary and financial expenditures and commitments, and where necessary suggest adjustments and fund redeployments.
• Assist the preparation of requisitions by drafting specifications, terms of reference for goods and services, and source selection plans before submission of the shopping carts for approval by the head of division and, where appropriate, processing by the procurement unit.
• Assist in monitoring the performance of vendor contracts for the division, ensuring timely and accurate delivery of purchased items and services and timely payment of vendor invoices.
• Conduct receipt and inspection of items purchased by the division, process goods receipts and service entry sheets and ensure property records are updated in Umoja as appropriate.
• Manage supplies, stationery, and other consumables, maintaining records of usage and ensure timely replenishment by following specific lead times.
• Supervise the operations of the General Assistance Unit, ensuring that the tasks and responsibilities of each team member are performed in a timely, efficient, and professional manner.
• Maintain time and attendance records for the unit's staff, approve their requests for leave and report any unrecorded absences.
• Assist in the production of the unit workplans and guide team members in devising their annual performance plans.
• Provide performance feedback and coaching throughout the year, and conduct midpoint and annual performance reviews, ensuring timely completion of performance reports.
• Assist in organizing court activities and events, preparing the courtroom and associated judicial rooms, including arranging for judges robes, bibs, and refreshments, and providing ushering services during hearings and sittings.
• Manage the vehicle fleet, ensuring vehicle inspection and maintenance are conducted so that ICJ vehicles are compliant with host country safety, construction and use regulations, and insurance requirements.
• Supervise driving operations, ensuring the use of ICJ vehicles is restricted to official activities.
• Supervise other unit operations, including mail and pouch, reception, and internal mail.
• Provide assistance in building management, including liaising with the Carnegie Foundation on requests for routine and emergency repairs in collaboration with the Administration and Personnel Division.
• Perform other duties as assigned by the Head of Division.

Requirements

• A high school diploma or equivalent is required.
• A driving license, EU class B or above, or equivalent is required.
• A university degree in business administration, public administration, project management, logistics or a related area is desirable.
• Seven (7) years (or 5 years for candidates with a first level university degree) experience in general administration, management, logistics, budgeting or project management is required.
• Experience in drafting formal reports, instructions, and standard operating procedures is required.
• Experience in using enterprise resource planning systems 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.

Skills

• General Administration
• Project Management
• Logistics Management
• Budget Management
• Procurement Management
• Human Resources Management
• Report Writing
• Standard Operating Procedures Implementation
• Enterprise Resource Planning
• Driving License EU Class B

Languages

English, French