Job Opening

Posting Title: SENIOR ADMINISTRATIVE OFFICER, P5
Job Code Title: SENIOR ADMINISTRATIVE OFFICER
Department/Office: United Nations Environment Programme
Duty Station: BANGKOK
Posting Period: 08 October 2018 - 21 November 2018
Job Opening Number: 18-Administration-UNEP-103094-R-Bangkok (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. The post is located at the Regional Office for Asia and the Pacific in Bangkok, including oversight of the sub-regional office for the Pacific in Apia, Samoa and country offices in Beijing, China and New Delhi, India.

Responsibilities

Under the supervision of the Regional Director, the incumbent heads the Administrative and Financial Services Section and is responsible for the provision of administrative, executive and advisory services to the Regional Office for Asia and the Pacific and other offices in the region. 1. Policy, planning and programme implementation: • Advises the Regional Director and provides inputs on the implementation of corporate policies and initiatives as related to administrative and financial arrangements. • Advises senior management on budgeting, financial, human resources and general administration and management information issues and practices. • Produces major/complex reports for management, headquarters and donors. • Provides advice and support to senior and programme management on operational aspects and implications of programme implementation, project budgeting, review of project documents, proposals, audit, monitoring & evaluation, clearance of legal instruments, special reviews of operational objectives and related administrative policies/procedures as applicable. • Participates, on behalf of the Regional Office, in task forces, meetings and events on Administrative issues. • Actively monitors the regional office portfolio including Regular Budget, Environment Fund, Overhead Trust Account and Extra Budgetary resources and advises on allocation and efficient use of funds in compliance with the programme manual and United Nations Financial Rules and regulations. 2. Human Resource Management: • Takes the lead in coordinating the full range of staff and human resource administration-related issues in the region, ensuring the Regional Office’s requirements are met. This involves; overseeing development and maintenance of staffing table records, interpretation and application of staff rules relating to human resource issues, preparation of staffing projects and other ad hoc status reports on those issues. • Identifies potential management reviews of high sensitivity and complexity. Defines problems to be addressed in management reviews, directs the work of review teams through all stages. • Ensures all actions follow operational procedures for recruitment, transfer, placement and separation of staff promotions as well as mobility and career development; gender equality and staff-management relations. • Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Provides advice on recruitment of consultants, interns, non-reimbursable loan agreements and other non-staff modalities. 3. Budget and Finance: • Ensure strategic and efficient management of Environment Fund, Overhead Trust account and Extra Budgetary financial resources. • Prepare budgets and costs projects for financial and human resources purposes. • Review and certify financial transactions and reporting. • Report expenditures and delivery rates both locally, and to headquarters. • Lead, oversee and coordinate preparation and implementation of the work programme and budgets. • Regularly inform senior management on sub-regional and country offices budget expenditures and rates of delivery. • Takes the lead in securing the required resources for the regional office from Headquarters. • Monitors expenditures to ensure that they remain within authorised levels. Exercises control over budgetary expenditures from these resources and advise senior management regarding the allocation/availability of budget resources. • Serves as lead financial officer to the Regional Office, providing guidance and direction on business and resource planning. Formulates strategic direction and evaluates strategic options, particularly in terms of resource implications. Assumes the lead role in monitoring and supporting the execution of these strategies to achieve maximum impact. 4. General Administration: • Oversee travel, procurement, information technologies, asset and facilities management functions in the region. • Liaises and leads on strategic relationships with main service providers including ESCAP and UNON. • Manages and supervises administrative staff of the Administrative and Financial Services Section, including sub-regional office in Samoa and country offices in China and India. • prepares performance reports and medium-term plans for administrative staff. • Acts as Second Reporting Officer (SRO) of all programme support staff in the region. • Mentors administrative staff in accomplishing their goals and objectives and fosters harmonious working relationships. • Acts as Office-in-Charge of the Regional Office in the absence of the Regional and Deputy Regional Directors. • Perform other tasks as required.

Competencies

• Professionalism: Ability to provide specialized advice in a broad range of human resources management, financial, administrative areas to the Head of Department/Office and managers. Ability to apply UN rules, regulations, policies and guidelines in work situations and prepare reports or rational with respect to key administrative decisions. Shows pride in work and in achievements; 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.
• 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.
• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; takes personal responsibility for his/her own shortcomings, where applicable.
• Leadership: Serves as a role model that other people want to follow: Empowers others to translate vision into results; Is proactive in developing strategies to accomplish objectives; Establishes and maintains relationships with a broad range of people to understand needs and gain support; Anticipates and resolves conflicts by pursuing mutually agreeable solutions; Drives for change and improvements; does not accept the status quo; Shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; Demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.
• Empowering Others: Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; Encourages others to set challenging goals; Holds others accountable for achieving results related to their area of responsibility; Genuinely values all staff members’ input and expertise; Shows appreciation and rewards achievement and effort; Involves others when making decisions that affect them.

Education

Advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, management, human resources or related area is required.

Work Experience

A minimum of ten years of progressively responsible experience in administration, budget, finance, human resources management, or related field. At least seven years of combined regional and country level UN experience in managerial positions in operations and administration is an advantage.

Languages

English and French are the working languages of the UN Secretariat. Fluency in English (both oral and written) is required; working knowledge of French is desirable. Fluency in another UN official language is an advantage.

Assessment

Evaluation of qualified applicants may include an assessment exercise, most notably a competency-based interview.

Special Notice

This position is open for recruitment for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. Staff members of the United Nations Secretariat must fulfil the lateral move requirements to be eligible to apply for this vacancy. Staff members are requested to indicate all qualifying lateral moves in their Personal History Profile (PHP) and cover letter. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. 1. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. 2. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira "Need Help?" link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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