Organisational Context

The position of Information and Evidence Management Officer is a member of the Evidence Discovery Management Unit (EDMU) within the Information Knowledge and Evidence Management Section (IKEMS) and reports to head of EDMU (eDiscovery and Data Analysis Officer).

IKEMS, headed by an Information Management Coordinator, combines the OTP’s information, solutions development, digital forensics and evidence management operations into one consolidated section. IKEMS aims to maintain a coordinated, flexible and operationally responsive IKEM support capacity throughout the OTP, in order to support the full spectrum of the OTP’s information and evidence operations.

The Evidence Discovery Management Unit provides specialised technical and data analytic support to the unified investigation and prosecution teams through the use of dedicated tools and by developing techniques,

specialised scripts, and programs or algorithms which exploit large, structured and unstructured data sets within the framework of the OTP’s systematic application of an organ-wide Electronic Discovery Reference Model (EDRM).

Duties and Responsibilities

Under the direct supervision of the Head of the Evidence and Discovery Management Unit and the overall management of the Information Management Coordinator, the incumbent will perform the following tasks:

• Supervise the Handling and Processing of Article 15 and General Office Evidence Communications and Activities:
  • Oversee, update and implement the processes and policies related to receiving, registering, and managing Article 15 Communications and general office/evidence communications, ensuring accuracy, timeliness, and clarity.
  • Support, prepare and present statistics from the OTP's submission platform.
  • (OTPLink) and collaborate with the eDiscovery Systems Officer on identifying potential improvements.
  • Oversee end-user support and customer service for the evidence room ensuring efficient resolution of issues and challenges while also ensuring overall operational efficiency of the evidence intake and Article 15 processes.

• Supervise evidence handling, registration, and physical/digital vault management:
  • Ensure the accurate, secure, and compliant handling of evidence from registration through to physical and digital vault (eVault) storage.
  • Supervise the collection, registration, categorization, storage, and security of evidence, ensuring integrity and adherence to legal and organizational standards.

• Evidence and Property Room Management:
  • Manage and routinely assess and improve the organization of, and security access to, the evidence and property room.
  • Draft, review and/or implement processes and policies to ensure easy retrieval, maintenance of accurate inventory of records, and implementation of effective security measures.
  • Plan, coordinate and implement the procurement of goods and/or services required for the functioning of the evidence and property room, including planning for lifecycle replacement of hardware, software or evidence storage equipment.
  • Act as contract manager for external vendors providing goods and/or services in support of vault and evidence storage operations.
  • Advise OTP core businesses on evidence handling processes and policies: Provide clear and relevant advice to OTP core business end-users on matters related to evidence handling and registration, including information security and retention considerations.
  • Contribute to the improvement of evidence handling and registration policies, processes and practices, based on latest industry best-practices.

• Ensure Compliance and Security:
  • Draft, review, implement and enforce policies and standards to ensure evidence handling and registration processes comply with relevant Administrative Instructions, chain of custody requirements, as well as OTP legal and security requirements.
  • Draft, review/update and implement policies and processes relating to the management of physical and digital evidence vaults.
  • Draft, review and implement internal security policies and processes to safeguard the evidence room and vault. Act as liaison to the Office of Internal Audit and coordinate responses to audits, including adjustments to policies and processes, as needed.

• Creation of Evidence Handling and Physical & Digital Vault Policies:
  • Draft, review and implement Standard Operating Procedures (SOPs) for the handling of information and evidence, including for both physical and digital vaults, and set guidelines and provide training and instruction to staff on security, integrity, chain of custody, and accessibility of evidence.
  • Ensure consistent and timely updating and documentation of all work details and activities in the office's Evidence Lifecycle Management System (ELMS), or related systems, including task details, settings, quality control procedures, and outputs.
  • Promptly document all work details and activities in ELMS or the related system as tasks are completed or updated. Ensure comprehensive recording of task details, including descriptions, settings, and outcomes, maintaining accuracy by double-checking entries before submission. Conduct monthly reviews to ensure 100% task documentation, correcting any inaccuracies or omissions.

• Other duties as required.

Essential Qualifications

Education:

Advanced university degree in law, information management, archiving, or other relevant area is required. A first level university degree in combination with two additional years of qualifying experience is accepted in lieu of an advanced university degree.

An additional recognized certification in evidence, archive, or evidence room management, such as Certified Evidence Management Specialist (CEMS), Certified Evidence Specialist (CES), or equivalent, is preferred.

Experience:

A minimum of 5 years of relevant professional experience (7 years with a first level university degree) in receiving/registering, managing, storing and/or retrieving evidence in a tribunal, criminal law and/or law enforcement environment is required.

A minimum of 5 years of experience with electronic databases, evidence management and/or evidence workflow management systems is required.

A minimum of 4 years of experience in drafting, reviewing and implementing evidence management and/or compliance policies is required.

A minimum of 4 years of supervisory experience in leading a team of three or more direct reports is required.

Knowledge, skills and abilities:

Demonstrated knowledge of criminal justice system procedures, including investigation and prosecution processes, is required.

Demonstrated knowledge of principles and practices relating to information management, including data categorization and storage is required.

Demonstrated proficiency in using evidence workflow and digital evidence management systems and/or eDiscovery tools is required.

Demonstrated knowledge of information and cybersecurity principles and concepts, with a focus on protecting sensitive physical and digital information as well as evidence storage facilities is required.

Demonstrated understanding of compliance standards and auditing principles and processes relevant to evidence handling and data protection is required.

Experience in handling sensitive and/or confidential information is required.

Demonstrated knowledge of international evidence room and/or archive certification policies and process preferred.

A basic knowledge of procurement practices, policies and approaches, as well as vendor management, is preferred.

Knowledge of languages:

Proficiency in one of the working language of the Court, English or French, 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.

ICC Leadership Competencies
Purpose
Collaboration
People
Results

ICC Core Competencies
Dedication to the mission and values
Professionalism
Teamwork
Learning and developing
Handling uncertain situations
Interaction
Realising objectives

Learn more about ICC leadership and core competencies.

General Information

Candidates appointed to posts at a P-5 grade or in the Director category are subject to a maximum aggregate length of service of seven years. This is pursuant to a decision of the Assembly of States Parties (ASP Resolution ICC-ASP/23/Res.2) to implement a tenure policy at the Court as of 1 January 2025.

- The selected candidate will be subject to a Personnel Security Clearance (PSC) process in accordance with ICC policy. The PSC process will include but will not be limited to, verification of the information provided in the personal history form and a criminal record check.

- Applicants may check the status of vacancies on ICC E-Recruitment web-site.

- Post to be filled by a national of a State Party to the ICC Statute, or of a State which has signed and is engaged in the ratification process or which is engaged in the accession process. This is pursuant to a decision of the Assembly of States Parties (ASP Resolution ICC-ASP/23/Res.3) to introduce a moratorium on the recruitment by the ICC of staff of non-States Parties’ nationality.

- In accordance with the Rome Statute, the ICC aims to achieve fair representation of women and men for all positions, representation of the principal legal systems of the world for legal positions, and equitable geographical representation for positions in the professional category.

- Applications from female candidates are particularly encouraged.

- The International Criminal Court applies the Inter-Organization Mobility Accord and can support secondment of staff from organizations of the United Nations Common System.