Administrative Assistant in the Publishing Division (Internal job opening)

Org. Setting and ReportingThe International Court of Justice is the principal judicial organ of the United Nations. It is composed of 15 judges, elected by the General Assembly and the Security Council. The Court has a twofold role: first, to settle, in accordance with international law, legal disputes submitted to it by States; and, second, to give advisory opinions on legal questions referred to it by duly authorized United Nations organs and specialized agencies. The Court is the only principal organ of the United Nations not serviced by the Secretariat. The Court has its own administration, the Registry, which provides judicial support to the Court and acts as a permanent administrative organ. The Registry is headed by a Registrar, elected by the Court. The incumbent is appointed by the Registrar with the approval of the President (Rules of Court, Art. 25). The position is located in the Publishing Division of the Registry. The incumbent reports directly to the Head of Division, and contributes to the effectiveness and efficiency of the Publishing Division by providing administrative and programme assistance as well as general office support services in the assigned areas of responsibility. ResponsibilitiesWorking under the direct supervision of the Head of Division, the incumbent of the post will perform the following duties: 1. Human resources administration: - provide administrative support during recruitment processes; - liaise with freelancers to confirm their availability for short-term or temporary contracts; - draft short-term contracts for review by the Head of Division and the Administrative and Personnel Division; - liaise with other departments and divisions to organize the onboarding process of new staff members and interns; - monitor attendance records and keep track of the number of days worked by freelancers; - perform transactions in Umoja for certification by the Head of Division; - assist with the implementation of the division's training programme, prepare and update the training calendar, follow up with consultants and vendors, provide logistics support; - follow up on administrative actions. 2. General administration and office support - co-ordinate deliveries of the Court's publications; - co-ordinate and follow up on shipments of the Court's publications; - assist with the verification of invoices; - maintain and update the division's calendars/schedules and communicate relevant information to staff members; - update the Court's telephone directory prepared by the division; - respond or draft responses to routine correspondence and information requests. 3. Programme support : - maintain and update publications distribution lists; - process requests for publications and update the inventory of the Court's publications; - provide administrative and logistics support in the implementation of the division's stock retention schedule; - follow up on the implementation of the exchange of publications programme between the Court and other institutions; - serve as focal point for routine requests from the United Nations Publications, such as requests for reorder or general enquiries; - follow up on requests for assistance sent to other departments and divisions. Other tasks: - provide assistance to the Document Production Unit for the processing of letters and routine distributions during peak periods as needed; - provide administrative assistance to other departments and divisions as needed; - perform other related tasks as required. CompetenciesProfessionalism: Demonstrates ability to perform a broad range of administrative functions; is able to take initiative and demonstrates ability to make appropriate linkages in work requirements and anticipates next steps Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Shows commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Technological awareness: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology. Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. EducationSecondary education (high school diploma or equivalent) is required. Additional training in administration or a related area is desirable. Job - Specific QualificationNot available. Work ExperienceA minimum of five (5) years of experience in administrative services, human resources, general office support, programme assistance or related areas is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level University degree. An excellent command of the Microsoft Office Suite is required. Experience performing transactional tasks in an ERP is desirable. Relevant experience within the United Nations or a similar organization is desirable. LanguagesEnglish and French are the official and working languages of the International Court of Justice. A perfect command (expert language competence - UN Level IV) of one of these languages and a working knowledge (intermediate language competence - UN Level II) of the other is required. AssessmentAssessments shall include a desk review of applications and, where necessary, an interview. Special NoticeThis is an internal job opening following the reclassification of the position. Only current staff members of the International Court of Justice with fixed-term or continuing appointments are eligible to apply. The Court is an equal opportunity employer and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons with disabilities, to apply. Pursuant to United Nations Staff Rule 4.4, applicable to the Registry, staff in the General Service and related categories shall be recruited in the country or within commuting distance of the seat of the Court, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. United Nations ConsiderationsIn accordance with the ICJ Staff Regulations and Rules, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with ICJ if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Applicants are urged to carefully follow all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on \"Manuals\" hyper-link on the upper right side of the Inspira account-holder homepage. The evaluation of applicants will be conducted based on the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances, and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision, or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeICJ does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICJ are fraudulent and should be disregarded.