Administrative Coordinator to the Judiciary (G-6)

Organisational Context

The Presidency

The President of the ICC, together with the two Vice-Presidents, constitute the Presidency of the Court, which is responsible for the proper administration of the Court and other functions conferred upon it in accordance with the Statute. The President or Presidency as a whole, as may be appropriate, exercises managerial oversight and ensures coordination and cooperation between the organs of the Court; supports the expeditious, fair and effective conduct of judicial proceedings; assigns judges to divisions and chambers, exercises functions related to the enforcement of the sentences of convicted persons as well as external functions to represent the Court, fosters global understanding, cooperation and support for the work of the Court and promotes the universality of the institution.

Duties and Responsibilities

Under the supervision of the Chef de Cabinet, the incumbent will be responsible for the duties described below:

Focal point for the Judiciary

• For the Judges, Staff and Interns and Visiting Professionals (IVPs):

• Ensure access to and provide assistance on requisite information management services and access to the building.
• Communicate on facilities management services to coordinate the provision of offices and work stations, bibs, and robes, ensuring that they are properly cleaned, inventoried and maintained.
• Order and ensure requisite stock of business cards, stationery and printing supplies.
• Collate and maintain records and information, including Judiciary staffing tables, organigrams, calendars and time keeping.

• For the Judges:

• Collate and provide information on certain matters, including the preparation of arrival documents for the newly elected judges, the induction of the judges, medical insurance and judges’ pensions and other related topics, in consultation with the Presidency administration team.

• Arrange trips and/or coordinate transport for events.

Administrative Assistance to two Vice-Presidents

• Provide secretarial and administrative assistance, as required, including:

• Prepare communications from drafts in final form, including letters, statements and speeches.

• Check correspondence and other documents for completeness and accuracy of style and grammar.
• Coordinate relevant work schedules by arranging meetings/appointments with officials within and outside the Court, using discretion and judgment with regard to priority of appointments.
• Organise and maintain collections of documents, including electronically, for judges and legal staff, including in relation to judicial proceedings.
• Coordinate preparations for meetings and events, as required, by organising, maintaining and obtaining documentation for distribution to participants.
• Draft routine correspondence for judges, as required;
• During a judge’s absence, take note of work-related developments and organizing and preparing a reading file for her/his return.
• Monitor incoming mail and prepare routing slip indicating the name of officer handling the
  matter including notations on relevant developments.
• Coordinate the presence of Chambers’ administrative assistants to ensure adequate cover.

• Serve as back up to other Administrative Assistants in Chambers, when required.
• Performing other duties as required.

Essential Qualifications

Education:

Completion of secondary education.

Experience:

At least eight years of work experience performing administrative and secretarial functions for senior

officials involving frequent contact with diplomatic personnel is required.

An advanced or first-level university degree may be considered as a substitute for two years' working experience only to determine eligibility.

Knowledge, Skills and Abilities:

Excellent secretarial and communication skills including drafting ability and knowledge of office

automation systems (e.g. Word, Excel, Records Manager, Transcend, Ringtail) and the Court's

protocol;

Absolute discretion and loyalty;

Broad general knowledge of the Court's structure and administrative procedures;

Knowledge of and experience with SAP (an asset).

Knowledge of Languages:

Proficiency in one of the working languages of the Court, French or English is required. Working

knowledge of the other is desirable. Knowledge of another official language of the Court (Arabic,

Chinese, Russian and Spanish) would be considered an asset.