Senior Administrative Assistant/Court Assistant,
Leidschendam, The Netherlands
STL - Special Tribunal for Lebanon
Closing date: Saturday, 27 January 2018
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Under the direct supervision of the Chief of Court Management Services Section, the Senior Administrative/Court Assistant:
• Prepares and finalizes correspondence and organises logistics for distribution or delivery;
• Maintains and organizes CMSS electronic records, monitors the structure and access rights of the CMSS shared drives;
• As the designated CMSS SharePoint focal point, manages the CMSS libraries and access rights, and contributes to the CMSS intranet presence by updating CMSS content on STL intranet;
• Where applicable, assists in the verification of receipt and accuracy of documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements;
• Drafts, proof-reads and formats a wide variety of official and internal documents ensuring accuracy as well as appropriate communication and distribution;
• Prepares administrative requests/documents (e.g. travel requests, travel claims, translation requests, visa applications, financial requisitions etc);
• Monitors the budget allocated to the external provider of transcription service and processes the invoices received on a monthly basis;
• Assists the Chief in preparing the budget;
• Responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers enquiries to appropriate personnel for handling;
• Coordinates shipping arrangements, mail delivery, and courier services;
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, projects and other in-house events;
• Assists in providing office equipment support, technology support, and stationery for staff in CMSS;
• Coordinates duty travel and accommodation for CMSS staff;
• Maintains calendars and schedules, monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit;
• Handles telephone calls and enquiries, and refers them to the appropriate staff member;
• Serves as Leave Monitor for CMSS. Prepares and updates leave and attendance records;
• Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.;
• Performs other general administrative tasks as assigned.
Under the supervision of the Deputy Chief/Legal Officer on Judicial Matters and of the Senior Document Management Assistant (SDMA), the incumbent may be required to support administratively the judicial cooperation function:
• Assists in processing and channelling the Requests for Assistance (RFAs): coordinating with the various Registry sections involved, preparing the service documents, requesting the corresponding translations when applicable, packaging the materials to be served upon the relevant authorities and send the requests for service;
• Assists in processing and channelling through to the relevant recipients the judicial correspondence received from States as per the established procedures;
• Assists in maintaining, updating and managing the relevant cooperation databases;
Under the supervision of the Senior Document Management Assistant (SDMA), the incumbent may be required to perform tasks related to the Translation Requests Control function:
• Records all incoming and outgoing requests for translation and verifies adequate copy legibility of document(s) submitted;
• Conducts complex searches across databases and information repositories throughout the Tribunal to prevent duplication of translations prior to passing requests to the Language Services Section (LSS);
• Depending on the outcome of the search, either approves the request for translation and sends it to the LSS to translate and/or revise the existing translation, or alternatively, rejects the request;
• Ensures compliance with guidelines, procedures and/or policies for the processing of requests for translations, including prioritisation of requests, levels of confidentiality, etc;
• Identifies relevant information regarding rejected and approved requests for translation and produces relevant statistics;
Additionally, under the supervision of the Chief CMSS and of the Deputy Chief/Legal Officer on Judicial Matters, the incumbent may be required to back up, as appropriate, other court management and support services tasks, and to assist in various projects undertaken by the various CMSS units.