Administrative Assistant in the Information Department (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, through judgments which have binding force and are without appeal for the parties concerned, 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 and has its own 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 within the Information Department, and the incumbent reports directly to the Head of Department. ResponsibilitiesUnder the direct supervision of the Head of the Information Department, the incumbent is part of a team that is responsible for the timely and efficient provision of event management, protocol and communication services for the Court. S/he is responsible for providing logistical and administrative support to ensure the smooth running of the Information Department on a daily basis. S/he is the first point of contact with the outside world, comprised of the Diplomatic Corps, officials from other international organizations, non-governmental organizations, Dutch authorities, academic circles, legal professionals, media representatives and members of the public. 1. Administrative and Executive Support - Undertake the logistical, administrative and financial arrangements, to organize sittings, meetings, events, and workshops; Organize and attend sittings, meetings and events, prepare minutes and summaries; - Prepare and assemble briefing materials for the sittings, meetings, and other key events; - Organize and monitor the office filing system; - Follow up with the supervisor (Head of the Information Department) on deadlines and commitments. - Handle the department's purchase requisitions and product deliveries in the ICJ’s ERP system. - Manage the Department’s calendar, and schedule of appointments and meetings; - Maintain roster of key external contacts; update electronic mailing lists; - Answer and screen calls and emails for the Department with tact and discretion; - Manage administrative files in the Department; research files, collect information and organize materials to meet the Department’s requirements; manages updates and further develops internal databases. 2. Protocol & Event Management - Organize and execute sittings and special events, coordinating with internal and external stakeholders to highlight and publicize key events, liaising with relevant ICJ departments/divisions, through collaborative and proactive relationships with counterparts and colleagues in partner offices; - Receive and greet high ranking officials/visitors; ensure protocol matters, receive and coordinate logistical arrangements related to visits. - Coordinate room reservations, prepare programs, arrange services, send out invitations, and, when necessary, supervise temporary staff assisting in those events. 3. Internal & Public Information - Facilitate the flow of information and communication between the Information Department and other Departments and Divisions within ICJ and external organisations (e.g. Corps Diplomatique; Government Departments; Universities); - Review, prioritize and route correspondence to and from the Information Department; take proactive follow-up action and keep the Head of Department informed; - Respond to and/or direct inquiries to appropriate units for timely action/response; - Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct; - Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials; - Assist in the preparation and finalization of informal translations and information materials; provide guided tours as required. - Organize presentations about the Court's activities and functions, and aide the Department in its public information work. - Manage requests for guided tours from inside and outside the organization, plan multiple presentations each year based on the Department's schedule, identify speakers/presenters, and coordinate all necessary logistical arrangements (booking rooms, arranging technical equipment, etc.). 4. Other tasks - The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Information Department. CompetenciesProfessionalism: Demonstrates knowledge of policies, processes and procedures related to external communication, international protocol and event management, and practical ability to perform a broad range of administrative functions. 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. 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. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. 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. 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. 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. EducationCertificate of Secondary Education or equivalent and Secretarial/administrative training is required. University degree in Business Administration, Public Administration, Communication, Public Relations, Public Information and similar areas is desirable. Job - Specific QualificationA demonstrated thorough knowledge of international protocol is required. Work ExperienceA minimum of seven years of progressively responsible experience in the provision of administrative and/or protocol assistance in an international environment is required. The minimum number of years of relevant experience is reduced to five (5) for candidates with a first-level university degree or higher. Experience with Enterprise Resource Planning (ERP) systems and excellent mastery of MS Office suite, SharePoint, MS Teams, and related applications is required. Experience in a press or public information office is desirable. LanguagesEnglish and French are the official and working languages of the International Court of Justice. For this post, excellent command of English and French (advanced language competence - UN Level III) is required. Knowledge of Dutch and/or other official UN languages is an asset. 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.