Administrative Assistant

Organizational Context

The International Court of Justice (ICJ), the principal judicial organ of the UN, operates independently of the Secretariat. It comprises 15 judges and is responsible for settling international legal disputes and providing advisory opinions. The ICJ's administration, the Registry, provides judicial and administrative support. This role is within the Registry's Security and General Assistance Division, reporting to the General Services Management Assistant.

Job Purpose

The Administrative Assistant provides essential administrative support to the General Assistance Unit and the broader Security and General Assistance Division within the International Court of Justice's Registry. This role is crucial for the efficient functioning of the division, particularly in managing diplomatic pouch operations, which involves acting as the central point of contact for all incoming and outgoing diplomatic mail. The incumbent ensures compliance with regulations, accurate record-keeping, and timely dispatch and receipt of items. Additionally, the position supports budget and finance functions, assists in procurement and contract management, and handles general office administration, including drafting correspondence and providing receptionist duties. The role contributes to the overall operational effectiveness of the Court by ensuring smooth administrative processes and supporting its judicial and advisory functions.

Responsibilities

Provide comprehensive administrative support to the General Assistance Unit and the Security and General Assistance Division. Serve as the primary focal point for all diplomatic pouch operations, ensuring accurate recording, compliance with regulations, and proper handling of incoming and outgoing items. Assist in budget preparation by gathering data and maintaining expenditure records, alerting supervisors to low fund levels. Support procurement and contract management by processing requisitions, monitoring vendor performance, verifying invoices, and liaising with vendors for timely delivery of goods and services, including vehicle fleet maintenance. Offer general office assistance, respond to information requests, maintain divisional and HR records, and draft routine correspondence. Assist with receptionist duties, manage mail services, distribute supplies, and record requests for building management. Perform other assigned duties as required by supervisors.

Work Experience

A minimum of five years of experience in general administration or secretarial work is required. Experience with enterprise resource planning (ERP) systems is also required.

Skills

Professionalism, Teamwork, Planning and Organizing, Accountability, Client Orientation.

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