ADMINISTRATIVE ASSISTANT, FS4

Posting Title: ADMINISTRATIVE ASSISTANT, FS4
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: International Residual Mechanism for Criminal Tribunals
Duty Station: ARUSHA
Posting Period: 25 September 2017 – 24 October 2017
Job Opening Number: 17-Administration-RMT-86092-R-Arusha (R)

 


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Special Notice

The appointment is limited to the Mechanism for International Criminal Tribunals. Appointment of the successful candidate on this position will be limited to the initial funding of the post. Extension of the appointment is subject to the extension of the mandate and/or the availability of funds. As the international tribunals are not integrated in the Secretariat, UN Staff Members
serve on assignment or secondment from their parent department/office if selected. Appointments of staff members in the United Nations are subject to the authority of the Secretary-General. Staff Members are expected to move periodically to new functions in accordance with established rules and procedures, and may in this context be reassigned by the Secretary-General
throughout the Organization based on the changing needs and mandates.

Org. Setting and Reporting

This position is located in the Registry of the Arusha Branch, Mechanism for International Criminal Tribunals (“Mechanism”), under the supervision and direction of the Head of the Legal Section and Mechanism Special Adviser on Enforcement of Sentences in the Office of the Registrar.

Responsibilities

Perform duties in two main areas: 1. Requisitioning, and 2. General office, legal, servicing of meetings, and administrative support services. Typical duties and responsibilities will encompass the following:
•Act as the Legal Section’s requisitioner: Identify requirements for goods and services for the portfolios enforcement of sentences, released and acquitted persons, monitoring, defense counsel, and court management; draft statements of work and estimate not-to-exceed amounts; obligate funds in Umoja by raising Fund Commitments, Shopping Carts, direct purchase orders or Travel Request; monitor expenditure and verify invoices; liaise with contracted vendors; request timely renewal of contracts.
•Act as administrative focal point for correspondence/queries between the Registry and external entities.
•Take and prepare written minutes of meetings; Draft routine correspondence, documents, reports, letters, memoranda, etc. in English and French and ensure necessary follow up. Handle incoming and outgoing correspondence and other material in both English and French; Ensure proper distribution within the Registry; Maintain a log of incoming and outgoing correspondence related to the work of the Legal Section; Keep track of deadlines with respect to submission and distribution of documents produced by the Legal Section.
•Maintain and update files, including entering final documents into the Mechanism’s electronic documents and records management system.
•Receive, screen and transmit telephone calls in English and French, and answer queries with discretion. Answer enquiries accurately and provide requested documents. Refer complex enquiries to members of the Legal Section, as appropriate.
•Perform other duties as assigned.

Competencies

•Professionalism: Ability to perform a broad range of administrative functions. Sound knowledge of operational and administrative policies, practices and procedures including records management/filing procedures, and UN financial and procurement rules and regulations. Excellent computer skills. Very good drafting and editing skills. Experience dealing with confidential information. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 audience; demonstrates openness in sharing information and keeping people informed.
•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent, with excellent knowledge of word-processing and other standard office software. Additional training in the field of secretarial functions, administration, legal or related area is desirable. Additional training in SAP/Umoja is highly desirable.

Work Experience

Minimum of 6 years of progressively responsible experience within the United Nations system and/or the private or not-for-profit sector in the field(s) of administrative or secretarial services, finance, procurement, or in other related fields. Transactional experience in an SAP system, such as the United Nations Umoja ERP, is an advantage. Experience in an international legal environment is highly desirable.

Languages

English and French are the working languages of the Mechanism for International Criminal Tribunals. For the post advertised, fluency in both oral and written English and French is required. Working knowledge of Kinyarwanda and/or Swahili is desirable.

Assessment

There may be a technical test and/or a competency-based interview.

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