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Special Tribnal for lebanon

Senior Court Records Assistant

Vacancy Ref NL-OTR-CMSS-G6-929
Deadline for Applications 12 August 2019 (-69 days left)
Issuance Date 11 July 2019
Location Leidschendam
Organ / Section REGISTRY   /  Court Management Services Section
Post Level G6
Depending on professional background, experience and family situation, a competitive compensation and benefits package will be offered. The successful applicant will be offered a fixed-term appointment of one year duration or until 31 December 2019. Such appointment and any subsequent extension(s) are subject to the terms of the STL's mandate and/or the availability of funds. The Special Tribunal for Lebanon is an international inter-governmental organization with its own independent legal identity and not a UN organization. However, STL follows the UN common system for benefits and entitlements to its staff members. UN staff members may also serve on loan from their parent department/office, if selected.

Any appointment for this position will be on a local basis.

The recruitment process may include a pre-screening exercise, written tests and competency-based interviews.

A roster of suitable candidates may be established for this particular profile as a result of this selection process for both fixed-term established and general temporary assistance posts.

It is not necessary at this stage to send copies of qualifications, previous employment contracts, entire publications, etc.

Qualified female candidates are encouraged to apply.

Only applicants who are under serious consideration will be contacted. The Tribunal is not in a position to respond to queries regarding information on the status of vacancies or unsolicited open applications.

The tribunal 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. All applications will be handled with strictest confidentiality.


Responsibilities
Under the overall supervision of the Chief of Court Management Services Section ("CMSS"), directly reporting to the Court Records Officer, the incumbent:

Organises and prioritises the work of the Court Records Office ensuring effective productivity and daily operational progress and output;

Continuously monitors, trains and supervises the Court Records Assistants;
Prepares regular statistical reports on Court Records Office activity, for reporting to the Section's management and to the Tribunal top management;

Maintains the organisation of the case files in the CMSS database and in the electronic Legal Workflow system, and manages and organises the hard copy case files in accordance with the relevant instructions;

Receives, files, and disseminates official court records both electronically and in hardcopy (when required);

Acts as primary focal point for all queries from the Chambers, Parties, Participants and other Registry sections/units, in relation to the processing of court records and correspondence, as wells as for queries from the Chambers, Parties, Participants and other Registry sections/units, for information in relation to the court records;

When required or on own initiative suggests amendments and improvements to SOPs, Protocols and internal guide lines regulating the processing of court records and judicial correspondence;

Monitors compliance with relevant security protocols for all document management, including judicial and administrative records;

Enforces appropriate security access to records (physical storage and Legal Workflow);

Maintains multiple control systems for court records and maintain a record of solutions implemented;

Monitors, records and reports on the access rights to Legal Workflow provided to staff Chambers, Parties, Participants and other Registry sections/units;

Collaborates with various teams in Information Systems Section to enhance the technical functionalities of the electronic databases and in-house software tools.

Oversees the CMSS Archive/Vault and electronic storage facilities for court records

Leads/participates in ad hoc projects as assigned by the Court Records Officer;

Assists the Court Records Officer when required;
Performs other duties as assigned.
Knowledge and Skills
Professionalism - A thorough knowledge of STL CMSS policies, procedures and practices related to the management of judicial records. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

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; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; 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; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Communication- Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

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.

Commitment to Continuous Learning: Keeps abreast of new developments in library and information science; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
Qualifications
Education: High school diploma or equivalent. Post-secondary coursework, training and/or certification in administration or archiving would be highly desirable. A first level university degree, with specific training in international, criminal or international criminal law would be considered as an asset.

At least 7 years of progressively responsible experience in a similar position of which at least two have been spent in an international tribunal/court.

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. Working knowledge of French and/or Arabic is an advantage