Senior Administrative Assistant

Organizational Context

The International Court of Justice (ICJ), the UN's principal judicial organ, operates with its own administration, the Registry, distinct from the Secretariat. The Registry provides judicial support and functions as a permanent administrative body, headed by a Registrar. This Senior Administrative Assistant role is situated within the Registry's Administrative and Personnel Division, reporting directly to its Head.

Job Purpose

The Senior Administrative Assistant provides crucial support to the International Court of Justice's Registry, specifically within the Administrative and Personnel Division. This role is instrumental in managing a wide array of administrative functions, including protocol-related matters with host country authorities and diplomatic missions, and comprehensive human resources administrative support. The position ensures the smooth onboarding, orientation, and departure of staff, manages travel requests, and handles the drafting of various official documents. Additionally, the role involves supporting consultants, managing system requisitions, maintaining records, responding to staff queries, and contributing to HR communications and event organization, all vital for the efficient operation of the Court's administrative functions.

Responsibilities

Manage host country protocol matters, liaising with the Dutch Ministry of Foreign Affairs and local administration, and drafting official correspondence. Process applications for identity cards, visas, permits, and privileges for personnel and their families, ensuring accurate documentation and database updates. Provide guidance on local conditions and maintain contact lists for relevant authorities. Support HR functions by assisting in recruitment processes, coordinating onboarding and induction for new staff, and managing check-out procedures. Draft HR-related documents such as memos, contracts, and employment certificates. Handle administrative tasks for consultants and contractors, including drafting contracts and initiating system entries. Act as a requisitioner in the Umoja system. Maintain organized filing systems and monitor service portals for timely query responses. Assist in compiling information for reports, policies, newsletters, and intranet updates. Support the organization of meetings and events, including minute-taking. Perform other related administrative duties as assigned.

Work Experience

A minimum of 10 years of administrative experience, with a focus on formal correspondence and record-keeping, is required. This requirement is reduced to 8 years for candidates with a university degree. Experience in protocol services and/or diplomatic communication is essential. Proficiency in office applications (MS Word, Outlook, Excel, PowerPoint) is mandatory. Experience with ERP systems like PeopleSoft or SAP, and within an international organization, is desirable.

Skills

Professionalism, Communication (written and verbal), Teamwork, Planning and Organizing, Client Orientation, proficiency in MS Office Suite, experience with ERP systems (desirable), protocol services experience (required), diplomatic communication experience (required).

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