Organizational Context

The Secretariat (SASP) provides the Assembly and its Bureau and subsidiary bodies with administrative and technical assistance in the discharge of their functions under the Statute. The Secretariat provides substantive servicing of the Assembly and its subsidiary bodies. The substantive servicing functions include, inter alia, providing legal and substantive secretariat services, such as the provision of documentation, reports and analytical summaries, and supplying advice within the Secretariat on legal and substantive issues relating to the work of the Assembly.

Duties and Responsibilities

Under the supervision of the Director of the Secretariat of the Assembly of States Parties, the Meetings and Administrative Assistant supports the office in a range of external and internal tasks assigned directly by him/her.

1. Provides secretarial and administrative assistance to the Secretariat, which entails, inter alia:

• Assisting in the drafting, preparation, formatting, printing and mailing of notes verbales, letters, memoranda or other documentation, including the preparation of tables to track the status of the communications;
• Managing incoming communications, both physical and electronic, by classifying and organizing them for efficient storage in both hardcopy and digital archives;
• Assisting with preliminary editing of documents and reports of the Assembly and its subsidiary bodies;
• Assisting in preparing contracts for temporary personnel support and ensuring follow up with other offices of the Court;
• Assisting in preparing for the meetings of the Assembly or its subsidiary bodies, at the Court, in The Hague, or at United Nations Headquarters in New York;
• Receiving and assisting participants attending meetings of the Assembly or its subsidiary bodies;
• Answering telephone calls, registering incoming and outgoing communications, preparing draft acknowledgments;
• Keeping attendance, compensatory time and overtime records for all Secretariat staff, including GTA staff, such as the translations teams;
• Maintaining and updating records, files and official documents related to ASP sessions and meetings of subsidiary bodies;
• Assisting with the preparation of travel arrangements for delegates and SASP staff;
• Assisting in preparing and posting information and documents on the Assembly section of the Court’s website, in any official language of the Assembly;
• Assisting in preparing the list of participants in the sessions of the Assembly and issuance of badges for delegates;
• Ensuring ICT support for all SASP staff, including GTA staff, such as the translation teams;
• Maintaining office supplies and overseeing the proper functioning of office equipment and keeping inventories of supplies/documents;
• Assisting in processing daily subsistence allowance payments to translation teams;
• Assisting with the registering and processing of invoices in SAP;
• Assisting with the procurement of goods and services;
• Assisting in the transportation of equipment and goods to the venue of the Assembly’s session;

2. Performs ad hoc tasks, as requested by the Director, including assistance in supervising the editing/translation of documents and correspondence and the preparation of material for publications or for posting on the website.

3. Serves as a back-up in the absence of other General Service colleagues or when the workload so requires.

Essential Qualifications

Education:

Completion of secondary education.

Experience:

At least 6 years of clerical and administrative work. Experience in conference servicing and in an international organization/environment, as well as knowledge of protocol standards are highly desirable.

Knowledge, Skills and Abilities:

Knowledge in finance and accounting would be considered an asset.

Excellent secretarial and communications skills, including drafting ability and attention to detail. Knowledge of the Court’s structure.

Ability to organize work under strict deadlines and multiple-tasks which require prioritizing. Experience in the use of Microsoft Office applications.

Familiarity with SAP.

Knowledge of Languages

Fluency in either working languages of the Court, English or French, is essential. Working knowledge of the other is highly desirable. Knowledge of another official language would be considered an asset