Administrative Assistant, Bangui, Central African Republic

22168 | Registry

Deadline for Applications:

05/07/2022

Organizational Unit:

Country Office, Division of External Operations

Duty Station:

Bangui, CAR

Type of Appointment:

Fixed Term Appointment

Post Number:

T-3142

Minimum Net Annual Salary:

XOF 8,065,000.00

Contract Duration:

To be determined

A roster of suitable candidates may 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

The Division of External Operations (DEO) is responsible for managing the activities of the ICC Country Offices through proper guidance, which requires coordination, anticipation, planning and monitoring. The interaction is based on effective communication between DEO and the Head of Country Office, which entails obtaining, processing and disseminating relevant information in a timely manner. DEO supports the Head of Country Office in their interaction with external actors with the aim of ensuring cooperation between the parties.

The Division strives to ensure overall efficiency and effectiveness of its field operations with a view to supporting the Court’s operations and development.

Under the supervision and guidance of the Administration and Operations Officer, and with delegate authority, the Administrative Assistant is responsible for the following tasks among others: Prepare, process and follow-up on administrative and logistic actions related to the effective and timely support of the DEO and Country Offices.

Enter, maintain and certify administrative data and records of time, attendance and any other related human resources actions in an electronic information system with back-up hard copies.

Develop, maintain and update software and databases such as SAP for maintaining and reviewing organisational staffing tables, travel actions, tracking attendance, status of expenditures and allotments, assets inventory, record variations and updating electronic/hardcopy records to ensure a proper audit trail. This structure should provide a consistent information flow between field staff, the Section Head and throughout the Court.

Participates in the support of external missions as well as in the organization of internal missions

Duties and Responsibilities

Under the direct supervision of the Administration and Operations Officer and under the general direction of the Chief of Country Office, the incumbent performs the following tasks: Human Resources Management:

• Initiate, review, process and follow-up on actions regarding the Section’s human resources activities.
• Respond to inquiries; provide information and advice to staff regarding their entitlement, administrative procedures, processes and practices, conditions of service, duties and responsibilities under the Staff rules and Regulations.
• Oversee the maintenance of vacancy announcement files and keeping track of status of vacancy announcements. Monitor the Section’s staffing table and prepare relevant statistical data and charts when required.

Budget & Finance:

• Assist in the preparation and review of financial and human resource data required for the budget purposes.
• Consolidate relevant information/data in support of resource requirements for budgets submissions.
• Prepare/customise budget reports in coordination with other finance and budget staff as applicable.
• Responsible for the issuance and control of petty cash funds, in compliance with the ICC Financial Regulations and Rules. Acts as alternate petty cash custodian.
• Prepare and maintain all records related to the Country Office financial systems including the management of the Petty Cash and Impress Accounts with weekly/monthly reconciliation reports.
• Assist in ensuring that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained.
• Research and analyse information needed to respond to audit findings or requests.
• Quickly respond to queries from staff members and third parties with regard to financial matters.

Procurement:

• Implement and monitor of local procurements within the contracting authority of the Administration and Operations Officer for the provision of the physical resources, goods and services necessary in direct support of Mission operations. Includes commodity procurement planning, negotiation of contracts, accountability, insurance/delivery, end-use verifications, claims for loss or shortage, contract reporting and close out.
• Reviews commodity/service procurement requests for completeness and precision to permit maximum competition on price.
• Recommends most advantageous procurement methods in terms of reliability, cost and lead time for particular commodities or services.
• Initiate formal/informal advertisements for requests for quotation, invitation to bid or, alternatively, consults catalogues, source lists or vendor websites to determine the best price for services and goods.
• Establishes and maintains comprehensive paper and electronic records of all procurement actions including contract files.
• Keeps up to date the assets inventory, and proposes the write off of obsolete or damaged assets.

Mission support:

• Prepares the setting up of external missions (reception, transport, accommodation, various rentals, provision of equipment).
• Supports missions for the duration of their activities within the country (provision of human and material means, contact with partners, suppliers involved in the support of the mission).
• Ensures the common day to day running of the office and support during the absence of the Administration and Operations Officer.

Essential Qualifications

Education: Diploma of secondary education.

Experience: Minimum six years ’of progressively responsible relevant experience. Advanced or a first-level university degree may be considered as a substitute for two years’ working experience only to determine eligibility.

Knowledge, skills, and abilities:

• Knowledge of administrative/logistics support with a good understanding of field support operations.
• Demonstrated effective organizational skills and the ability to handle multiple tasks in an efficient and timely manner.
• Proficiency in IT processes and applications as they relate to administrative/ logistics functions as well as the procurement of supplies and equipment.
• Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Knowledge of languages: Proficiency in oral and written French is required. Working knowledge of English is desirable. Knowledge of another official language of the Court (Arabic, Chinese, Russian and Spanish) would be considered an asset. Knowledge of a local language would be 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 – In accordance with the Rome Statute, the ICC is committed to achieving geographical representation and gender equality within its staff as well as representation of the principal legal systems of the world (legal positions). Nationals from the list of non-represented and under-represented States are strongly encouraged to apply. In addition, applications from women are strongly encouraged for senior positions at the Professional (P) and Director (D) levels. Posts shall be filled preferably 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, but nationals from non-state parties may also be considered, as appropriate.

– 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. – The Court reserves the right not to make any appointment to the vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description.