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Trial Operations Assistant (G5) (2)

For rostering purposes. Applications must be accompanied by a fully completed ICC Personal History Form. The ICC will not accept other than the ICC Personal History Form.

DUTIES AND RESPONSIBILITIES
Under the direct supervision of the Administrative/Operations Officer or in her absence the Head of Operations, the Trial Operations Assistant will be responsible for the administration of witnesses appearing before the Court in a respective trial.

In fulfilling this function the Trial Operations Assistant will perform the following functions:

• Maintains complete records on all “Request for Provision of VWU Services for Victims/Witnesses Appearing before the Court and their Accompanying Persons”. Verifies that the information provided in the forms is complete, requests for clarification from the calling party where necessary and ensures that relevant issues are brought to the attention of the Operations, Protection and Support Officers.
• Obtains necessary information on travel related operational, support and protection requirements for witnesses prior to travel.
• Organises the travel of witnesses/victims appearing before the Court for testimony, including their accompanying persons and VWU staff facilitating/escorting witnesses travelling to the place of the proceeding. This includes, among others, liaising with VWU staff in the field to arrange for escorts, booking flights, preparing trips in SAP, liaising with VWU staff in the field on witness passport details, applying for visa, liaising with immigration authorities and border police requesting assistance in facilitating witness passage through international borders and arranging witness and escort accommodation. Disseminates all travel related information and preparations to the Field Witness Officer and to the Operations, Protection and Support Officers at Headquarters updating them regularly of any changes. Where applicable, ensures that witnesses are fully informed of their travel arrangements and that all queries or concerns have been adequately responded to and resolved. Arranges for witness local transport to and from the airport, ensuring that drivers are informed of arrival/departure itinerary of witnesses and identifying VWU staff escorting the witnesses during travel and their place of accommodation. Prepares and distributes the witness daily movement schedule alerting the witness staff of their pick up times.
• Co-ordinates with other Trial Operations Assistants, with the Operations, Protection and Support Officers at Headquarters and with the Field Witness Officer: on the availability of Field staff to escort witnesses during international travel; on the travel routes and accommodation organised to avoid any overlap ensuring the preservation of confidentiality. Ensures that sufficient and suitable witness accommodation is available throughout the year.
• In implementing the witness familiarisation protocol the Trial Operation Assistant liaises with the calling party and the participants and other Sections of the Court regarding, among other things, the handover of the witness statement, setup of meetings including the courtesy meetings; booking of Courtroom for Familiarisation and arranging for readers/interpreters.
• Establishes and regularly updates a witness appearance schedule reflecting projected and actual travel and appearance date; prepares monthly statistics on witness appearance relevant to the tableau du bord, reports regularly on witness medical insurance and prepares trial related reports as required.
• Administers and processes all trial related MODs used in the field and Headquarter to cover trial related costs including processing requests for advances, collecting and verifying receipts, maintaining expenditure records, and reporting monthly to the Budget and Finance Section. Prepares and maintains records of witness allowances and coordinates with the Field Confidential Accounts Assistant and Field Witness Officer on allowances paid to witnesses.
• Assists field staff escorting witnesses in preparing their final claims for travel and handling any outstanding issues concerning payments.
• Performs other duties and tasks as required including, among others, assisting in VWU procurement, arranging VWU staff travel at Headquarters and the Field, assisting the HQ Confidential Accounts Assistant with processing of MODs and outstanding cash advances.

QUALIFICATIONS AND EXPERIENCE
Completion of higher secondary education. At least six years experience performing administrative functions. Excellent administrative and organizational skills with the ability work independently under pressure with tight deadlines and manage conflicting ones; ability to work easily with relevant computer software (excel specifically). Knowledge of SAP (travel and procurement modules) and knowledge of Trim is an asset. Excellent communication skills including strong drafting skills with the ability to work well in a team.

Ability to deal effectively in stressful situations; absolute tact, confidentiality, dependability, commitment and discretion; ability to exercise sound judgment in dealing with highly confidential and sensitive information; Ability to communicate effectively and establish good working relations with people of diverse cultural backgrounds; sensitivity to dealing with witnesses and awareness to their psychosocial needs. Experience in witness administration or related fields is an asset.

KNOWLEDGE OF LANGUAGES
Fluency in English or French is essential. Working knowledge of the other is desirable. Knowledge of another official language of the Court would be considered an asset. (Arabic, Chinese, Russian, Spanish).

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

The International Criminal Court is a member organization of the Inter-Organization Mobility Accord and is interested in secondment of staff from organizations of the United Nations Common System.

TO APPLY

Please carefully read and follow the Guidelines to applicants.

Send your application and submit a fully completed Personal History Form, preferably via email, to:

Post to be filled preferably by a national of a State Party to the Rome Statute of the International Criminal Court, 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.

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.