Requirements

Applicants must meet one of the following requirements: – Be enrolled in an undergraduate programme (bachelor’s level or equivalent), in a graduate school programme (second university degree or equivalent) or in a PhD programme, or – Have graduated within the past two years.

– Educational background in business administration, Information Science or Records Management, Library & Documentation, or Office Management and Secretarial Studies, is not required, but shall be considered an added asset.

Languages

An excellent command of at least one of the Court’s official and working languages (English and French) is required. Knowledge of the other language shall be considered an added asset.

In close collaboration with other staff members of the APD HR team, under the direct supervision of the Associate Administrative and HR Officer and the overall guidance of the Head of Division, the HR Intern shall assist in performing the following duties: 1) Re-design and re-organization of the HR filing system: – Classify personnel files/documents on the basis of a predetermined filing system i.e.

alphabetical, numerical, and subject-wise, and draw a File Page Index to be placed in each folder to facilitate the location of specific documents.

– Re-organize existing hard-copy (paper) as well as soft-copy (One Drive) personnel records in accordance with the pre-designed filing system and index. – Identify incomplete personnel files (hard copies and soft copies)and collaborate with the Administrative and HR team members in retrieving the missing documents. – Re-arrange the HR office shelves and cabinets for hard-copy personnel files, ensuring efficient space management, proper labeling, and easy locating of files when needed.

– Draft and propose to the Head of Division a filing routine to be followed whenever a new document is created, received, or sent, specifying the sequence of activities for proper filing of personnel records, and highlighting the roles played by different members of the APD team.

– Ensure all files created, received or sent by the APD during the period of internship are filed according to the pre-determined filing system and following the established routine.

2) Support the creation and the implementation of the APD query management system: – Work collaboratively with the staff of the ICT division in tasked to develop a query management system for the APD. – Assist in reviewing the query management system framework proposed by the ICT division and suggest to the Head of APD changes that may be implemented.

– Collect the information required by the ICT division for the development of the query management system and ensure its transmission to the staff in charge.

– Monitor the implementation of the query management system and advise the Head of APD if any adjustments are needed. 3) Additional administrative support to the HR team: – Provide administrative assistance in the recruitment, selection, and onboarding of new staff members. – Assist in drafting emails, memos, letters, employment certificates, letters of appointment, and other APD routine correspondences; – Assist in the handling of staff queries sent to the generic team email address by keeping a log of those queries and following up with the colleagues in charge for a timely response.

– Assist in searching and compiling the information needed for different reports, policies, and other strategic HR documents.

– Assist in compiling information for the ICJ HR Digest Quarterly (newsletter) and in drafting some pages of the newsletter. – Assist in organizing APD meetings, workshops, information-sharing sessions, etc., by ensuring venue booking and all other logistics. – Assist in taking meeting minutes and notes. – Performs any other related assigned task, as necessary.