Administrative Assistant

Org. Setting and Reporting

This position is located in the Office of the President of the International Residual Mechanism for Criminal Tribunals (IRMCT), Arusha, Tanzania. The incumbent will work under the supervision of the Chef de Cabinet.

Responsibilities

• Provide assistance and support to the President and his Office on operational/administrative and secretarial tasks, including drafting of memoranda, letters, e-mails and other requested documents, also provide editorial inputs where applicable.
  
• Schedule appointments and meetings, maintain calendar, schedules and changes and timely communicate relevant information to the appropriate internal and external parties, and ensure timely preparation of documentation and reports to the scheduled meetings.
  
• Place and screen phone calls in a discretionary manner.
  
• Organize meetings with officials, members of the Diplomatic corps and international organizations, judiciary and other relevant interlocutors and to co-ordinate with the corresponding assistants.
  
• Coordinate all travel arrangements for the President and the Chef de Cabinet.
  
• Take minutes at meetings and prepare drafts and documents where necessary.
  
• Ensure the proper handling of confidential documentation and related information.
  
• Perform other related administrative duties as required (e.g. operational travel programme; identification of office technology needs and maintenance of equipment, software and systems; organize and coordinate seminars, conferences and translations).
  
• Work closely with The Hague Branch and on a day-to-day basis.

Competencies

• Professionalism – Ability to perform a broad range of administrative functions, promptly and with precision. Excellent organizational and follow-up skills. Experience dealing with confidential information/documents. Excellent knowledge of UN office practices/procedures. 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.
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• 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 the audience. Demonstrates openness in sharing information and keeping people informed.
  
  
• Planning and Organising – Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments, adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Education

High school diploma or equivalent. A university degree or additional training in Administration, Business Administration or related field would be an added advantage.

Work Experience

Minimum of eight (8) years of experience in administrative services, preferably with senior officials of the United Nations.
Relevant experience in a judicial setting is desirable.

Languages

English and French are the working languages of the IRMCT. For the post advertised, fluency in oral and written English is required. Working knowledge of French and/or Kiswahili is an advantage.

Assessment

There may be a technical test followed by a competency-based interview.