Administrative Assistant

Job Posting Organization:
The position is located in the Office of Administration of Justice (OAJ) within the Registry of the United Nations Dispute Tribunal (UNDT) in New York. The UNDT is responsible for hearing and deciding cases filed by current and former staff members who appeal administrative decisions that are alleged to be in non-compliance with their terms of appointment or contract of employment. The UNDT conducts hearings, issues orders, and renders binding judgments, with both staff members and the Administration having the right to appeal these judgments to the United Nations Appeals Tribunal. The organization is committed to maintaining high standards of efficiency, competence, and integrity, and aims to achieve gender equality and geographical diversity within its staff.

Job Overview:
The Administrative Assistant will provide a wide range of general office support and administrative tasks within the UNDT. The role involves working under the supervision of the Principal Registrar and reporting directly to a Legal Officer and the Registrar. The incumbent will be responsible for formatting judgments and orders, conducting final proofing of documents, creating electronic case binders, and preparing various administrative documents for the Judges. Additionally, the role includes assisting with travel arrangements for the Judges, maintaining databases and files, drafting routine correspondence, scheduling appointments and meetings, and serving as a backup for the Legal Assistant. The position requires a proactive approach to managing tasks and ensuring that all administrative functions are carried out efficiently and effectively.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Formatting judgments, orders, and other legal documents to ensure they meet the required standards.
• Conducting final proofing of judgments and orders under supervision to ensure accuracy and compliance with editorial guidelines.
• Creating electronic case binders using Adobe Pro or other professional editing software to organize case materials effectively.
• Printing and shipping case files as needed to facilitate the work of the Judges.
• Preparing various administrative documents for the Judges, including travel authorizations and expense reports.
• Assisting with travel arrangements for the Judges, ensuring all logistics are handled smoothly.
• Updating the UNDT website and maintaining databases and files, including MS Teams folders, to ensure information is current and accessible.
• Drafting responses to routine correspondence to facilitate communication within the office.
• Scheduling appointments and meetings, booking swing space and conference rooms, and arranging for necessary equipment support for the Judges. 1
• Serving as a backup for the Legal Assistant to ensure continuity of support. 1
• Assisting with entering the Judges’ leave requests in the Umoja system. 1
• Performing other duties and special projects as assigned by supervisors.

Required Qualifications:
The position requires a minimum of five (5) years of experience providing administrative and/or legal support, conference/meeting servicing, or general office support. This experience requirement is reduced to three (3) years for candidates who possess a first-level university degree or higher. Proficiency in Microsoft Word, Excel, and MS Teams/Sharepoint or similar systems is required. Experience with Adobe Pro, Bluebeam, or other publishing software is desirable, as is experience applying editorial guidelines for the United Nations or similar international organizations. Familiarity with ERP systems related to travel administration is also desirable.

Educational Background:
A high school diploma or equivalent is required for this position. While no specific job-related qualifications are mentioned, candidates with higher educational qualifications may have an advantage in the selection process.

Experience:
Candidates must have a minimum of five (5) years of relevant experience in administrative support roles. This requirement is reduced to three (3) years for those with a first-level university degree or higher. The experience should include providing administrative and/or legal support, conference or meeting servicing, and general office support.

Languages:
English is required for this position, with a minimum proficiency level of UN Level III in reading, writing, listening, and speaking. Additionally, knowledge of either Spanish, Russian, Chinese (Mandarin), Arabic, or French is desirable, with a minimum proficiency level of UN Level II in these languages.

Additional Notes:
The position is temporarily available until 31 December 2026, without the possibility of extension. It is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in New York. Staff members subject to local recruitment are not eligible for allowances or benefits that are exclusive to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. The organization does not charge any fees during the recruitment process and is dedicated to creating a diverse and inclusive work environment.