Under the supervision of the Registrar, or his/her delegate in the Immediate Office of the Registrar, the incumbent performs a wide range of general administrative tasks (e.g. arrangements for travel, meetings and other events, reservations, monitoring expenditures, etc.)
Provide secretarial assistance to the Immediate Office of the Registrar;
Check correspondence and documents for completeness and accuracy, proofreading;
Monitor incoming and outgoing mail;
Filing, faxing, photocopying and mail distribution;
Maintain office records and reference files on various subjects;
Updating databases on a daily basis;
Schedule and arrange meetings/appointments with officials within and outside the Tribunal, using discretion and judgment with regard to priority of appointments and maintain appointments calendar;
Draft and prepare routine correspondence and documents.
Attend meetings and take minutes and ensure distribution and follow-up;
Receive and assist official visitors, including VIPs;
Perform other duties as required;
Knowledge and Skills
Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures; 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; has sound judgement; is self motivated, dynamic and flexible.
Communication: Excellent communication skills. Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; exhibits interest in having two-way communication; demonstrates openness in sharing information and keeping people informed.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; is able to work productively in a fast-paced, team-oriented environment; shares credit for team accomplishments and accepts joint responsibility for team shortcomings; able to work proactively in a multicultural environment.
Planning& Organizing: Good sense of organization; Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; manages multiple tasks efficiently; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Education: Secondary school diploma or equivalent. Post secondary coursework, training and/or certification as an administrative assistant/secretary, highly desirable.
Minimum 5 years of progressively responsible administrative experience in an office setting. Experience handling highly sensitive, confidential information. Experience in an International Tribunal or diplomatic environment is highly desirable.
Languages: Arabic, English and French are the official languages of the Special Tribunal for Lebanon. For this post proficiency in oral and written English is required. Knowledge of the other official languages will be considered an asset
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