Senior Administrative Assistant (Temporary)

The Senior Administrative Assistant provides protocol-related functions, human resources administrative support, and general administrative functions within the Registry's Administrative and Personnel Division of the International Court of Justice. The role involves liaising with host country authorities, assisting in recruitment and onboarding processes, managing administrative records, and supporting various office logistics and communications.

Responsibilities

• Liaise with the Dutch Ministry of Foreign Affairs and the Municipality of the Hague with respect to host country protocol matters.
• Draft and finalise Note Verbales and letters to the Dutch Ministry of Foreign Affairs, relevant embassies, consulates and local administration in accordance with protocol procedures.
• Receive, log and route applications for official identity cards/residence permits/working permits, visas for arrival/departures, United Nations laissez-passer, importation and purchase of tax-free vehicles, car registration, fuel cards, Dutch driving license, Libre-Permis, VAT refunds and other relevant privileges for Judges, staff members and other personnel working at the Court, as well as their family members forming part of their households appropriately.
• Liaise with the Ministry of Foreign Affairs (MFA) regarding queries related to those applications, and follow through until the return of the documents.
• Upon receipt of those documents, distribute them and update databases accordingly.
• Provide general or specific guidance to Judges and staff members in resolving problems concerning the above matters or local conditions in The Hague, such as accommodation, suitable stores, schools, family doctor registration, banking, etc., when necessary.
• Maintain and update lists of contact details of officials within relevant Ministries, governmental agencies, Embassies, Consulates and United Nations entities.
• Prepare circulars and information notes to notify Judges and staff of information communicated by host country authorities.
• Assist in the recruitment and selection processes by compiling candidates' lists, inviting candidates to the written assessments and/or interviews, proctoring written tests, and organising the logistics of interviews.
• Assist in the onboarding, orientation, and induction of new staff members by ensuring the coordination of all aspects of the onboarding process, from the acceptance of a job offer until the full completion of the onboarding process; create and confirm index numbers for new staff members; and liaise with all relevant departments/divisions to ensure office setup and scheduling of security briefing, medical briefing, and solemn declaration.
• Ensure that staff members complete their check-out procedures in a timely manner. Liaise with relevant Departments and Divisions to ensure timely signing of the check-out forms.
• Raise travel requests on behalf of new staff members and those without access to Umoja. Follow up with certifying officers and travel processing officers regarding travel approval. Run travel reports and flag any open items, e.g., unsubmitted expense reports.
• Draft memos, contracts, letters of appointment, information notes, circulars, employment certificates and statements, and broadcast messages to the Registry staff.
• Draft contracts for consultants and individual contractors, and initiate their shopping carts and services entry sheets in the system.
• Acts as the requisitioner and plays related roles in Umoja for the Administrative and Personnel Division.
• Maintains and files all documents created, received, or sent by the APD according to the pre-determined filing system and following the established routine.
• Monitors the APD service portal and mailboxes and follows up with the APD staff in charge to ensure timely response to staff queries and requests.
• Assist in searching and compiling the information needed for different reports, policies, and other strategic APD documents.
• Assist in compiling information for and drafting the ICJ HR newsletters and other staff information materials. Assist in updating the APD’s intranet pages.
• Assist in organising APD meetings, workshops, information-sharing sessions, etc., by ensuring venue booking and all other logistics. Assist in taking meeting minutes and notes, as necessary.
• Perform any other related assigned task, as necessary.

Requirements

• High school diploma or equivalent is required.
• A university degree in Public administration, Business Administration, Law, Communications, Public Relations, International Relations, or related areas is desirable.
• Additional training in protocol and/or diplomatic communication is desirable.
• Relevant training in drafting formal correspondence is desirable.
• A minimum of 10 years of experience in administration with a focus on drafting formal correspondence and maintaining administrative records is required.
• The minimum years of relevant experience is reduced to 8 years for candidates who possess a first-level university degree or higher.
• Experience in protocol services and/or drafting diplomatic communication is required.
• Demonstrated experience in using office applications (i:e MS Word, Outlook, Excel, and PowerPoint) is required.
• Experience in using Enterprise Resource Planning (ERPs) such as PeopleSoft or SAP is desirable.
• Experience within an international environment such the United Nations or similar international organization is desirable.
• English and French are required at UN Level III for reading, writing, listening, and speaking.
• Dutch is desirable at UN Level II for reading, writing, listening, and speaking.

Skills

• Drafting Correspondence
• Administrative Records Management
• Protocol Services
• Diplomatic Communication
• Office Applications
• MS Word
• Microsoft Outlook
• MS Excel
• MS PowerPoint
• Enterprise Resource Planning
• PeopleSoft
• SAP
• Human Resources Administration
• Recruitment Support
• Onboarding Process
• Liaising with host authorities

Languages

English, French, Dutch