24312 | Registry

A roster of suitable candidates will be established for this post as a result of this selection process for fixed-term appointments against both established posts and positions funded by general temporary assistance (GTA).

Organisational Context

Under the direct supervision of the Director of the Division of External Operations, the Public Information and Outreach Section (PIOS) ensures that the proceedings are accessible to the public, raises awareness and promotes an understanding about the Court’s mandate and activities with the ultimate goal of getting support. It does so in relation to a number of target audiences across the globe, mainly encompassing international press and media, victims and communities affected by crimes within the jurisdiction before the Court; and key stakeholders such as legal communities, academics and non-governmental organisations. PIOS achieves its objectives through the use of a variety of communication means including granting interviews to media, press releases and production of other publications and audio-visual materials as well as through the website and new social media platforms. PIOS is also responsible for the organisation of campaigns, events, and visits ranging from general groups to high profile visitors. It consists of four units: Public Affairs Unit; Protocol, Events and Visits Unit; Outreach Unit and Audio-Visual Production Unit.

Duties and Responsibilities

Under the overall supervision of the Chief of Section, the incumbent will perform the following duties:

• Provide support to the Section in procurement and financial matters, such as raising purchase requisitions, initiating payment of invoices through service entry sheets in SAP and performing various procurement actions;
• Oversee and monitor budget expenditure of the Section on a regular basis and advise the Section Chief and Heads of Units on administration matters related to budget, finance and procurement; assist the Section Chief during the budget preparation cycle;
• Provide general administrative support, such as monitoring the Section’s staff attendance and leave, obtaining relevant forms from staff, when applicable, and ensuring an accurate filing of data in SAP; maintaining monthly leave and absence charts and create reports, when requested; handling requests related to IT and to the Facilities Management Unit, ordering office supplies and handling incoming and outgoing correspondence;
• Make logistical arrangements for internal meetings, including booking various conference facilities and services, such as meeting rooms, IT equipment, catering and interpretation;
• Assist the staff members of the Section with mission-related travel arrangements, such as mission plans, visa requests, issuance and renewals of UNLP, UN security clearance, as well as processing trips in SAP;
• Serve as focal point for administrative coordination and logistical support of PIOS units’ project implementation activities, involving extensive liaison with various organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative and logistical actions;
• Maintain a comprehensive filing system, organize and file documents in the internal databases, shared drives and in TRIM or related systems;
• Draft the agendas for meetings, taking minutes and preparing draft summaries of meetings;
• Prepare and distribute information or presentation materials;
• Perform other duties as assigned by the Chief of Section and/or Heads of Units.

Qualifications

Education

Diploma of secondary education.

Experience

A minimum of six (6) years of experience in the area of general administration, budget, finance or procurement or in another related area at an international level is required. An advanced or a first­level university degree may be considered as a substitute for two years' working experience only to determine eligibility.

Knowledge, Skills and Abilities

• Strong planning and organizational skills;
• Good knowledge and experience of MS Office (Outlook, Word, Excel);
• Good communication skills;
• Strong prior experience with ERP systems, such as SAP;
• Knowledge of TRIM;
• Good knowledge of budget process and procedures;
• Persisting in achieving goals; respecting deadlines; taking responsibility for own work; making efforts to produce work output correctly at all times;
• Ability to monitor progress against agreed timelines, to honour commitments and take responsibility for shortcomings;
• Ability to work in a multicultural, multi-ethnic environment and to maintain effective relationships with people of different national and cultural backgrounds.

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.