Job Opening

Posting Title: Administrative Officer, P4
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: Economic and Social Commission for Asia and the Pacific
Duty Station: BANGKOK
Posting Period: 26 October 2021 - 24 November 2021
Job Opening Number: 21-Administration-ESCAP-166637-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 mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.

This position is located in the Office of the Director, Division of Administration. The incumbent reports directly to the Director of the Division of Administration.

Responsibilities

Within delegated authority, the Administrative Officer will be responsible for the following duties:

Human Resource Management

• Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, performance appraisal, training, etc., as they relate to the Division of Administration in general, and in the Office of the Director in particular, ensuring consistency in the application of UN rules and procedures.
• Reviews the staffing table of the Division of Administration and advises the Director of the Division for planning purposes.
• Leads, oversees and coordinates the preparation and implementation of the work programme and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources. Acts as the Secretary of the Local Staff-Management Committee and liaises with ESCAP and other UN staff representative bodies.

Budget and Finance

• Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.
• Acts as Certifying Officer for assigned budgets and cost centers.

General Administration

• Implements and monitors support services, including procurement of supplies and services, transport, travel and traffic, communications, engineering and information technology support.
• Act as focal point for oversight and audit matters.
• Support formulation and implementation of the risk management process in accordance with the Organization's Enterprise Risk Management (ERM) Policy, including the integration of Business Continuity Planning.
• Coordinates the senior managers' compacts and end-of-cycle performance assessments and reporting.
• Draft and /or review substantive correspondence as well as briefing notes, talking points, meeting notes, presentations for the Director and to senior management to ensure clear, coherent and consistent communications from the Division.
• Assists in the preparation of reports for presentation to intergovernmental body such as the Advisory Committee on Administrative and Budgetary Questions (ACABQ), the General Assembly (GA) and other policy-making organs.
• Provides expert guidance and leadership to more junior staff.
• Supervises a staff team and/or provide advice to others on administration and management information issues and practices to colleagues
• Acts as Divisional focal point for UNHQ corporate initiatives such as Change Management initiatives, etc.
• Maintains and administer the gift registry in accordance with relevant provisions.
• Supports the Director of Administration in liaising with UN Agencies, Funds and Programmes located in Bangkok and advises on inter-agency coordination matters in the area of administration and management.
• Performs other related duties as required, i.e. Act as alternate security focal point and coordinate the Division’s crisis management planning and activities.

Legal

• Supports the Director of Administration in liaising with OLA on matters relating to Host Country Provisions including Privileges and Immunities, Finance and Administrative Arrangements, etc.
• Provides advice on diverse substantive and procedural questions of considerable complexity, which may include those related to administration and management, host country matters and institutions support.
• Advises on and prepare contracts and other legal documents, such as letters of agreement, trust fund agreements, host country agreements, memoranda of understanding, etc.
• Contributes to review and design of new or new applications of legal instruments, policies, guidelines, etc.; reviews legal documents, including contracts for both services and construction, instruments, or other material; identifies important issues, similarities and inconsistencies.

Competencies

Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

Planning and 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; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

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.

Education

Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area is required. A relevant first-level university degree in the above fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of seven years of progressively responsible experience in administration, finance, human resources management, procurement, law, or related field is required.

Demonstrated experience in leading a multi-disciplinary team with supervisory function in an international organizational setting is required.

Experience in administration at the UN common system is desirable.

Experience working with legal instruments including commercial contracts for both services and construction, Host-Country Agreements, Letters of Agreement (LOA), Memorandum of Understanding etc. is desirable.

Experience in leading change management projects with a broad range of stakeholders/clients including senior management; substantive programme managers; agencies, funds and programmes; staff representatives; and colleagues from other departments is desirable

Experience in making presentations to senior management, member states and external stakeholders on key initiatives and projects is desirable.

Experience in preparation of reports for presentation to intergovernmental body such as the Advisory Committee on Administrative and Budgetary Questions (ACABQ), the General Assembly (GA) and other equivalent policy-making organs is desirable.

Experience working in executive/front office(s) of senior management with a coordination function on key initiatives and strategy development projects is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Qualified applicants will be evaluated through a competency-based interview and/or other assessment methods.

Special Notice

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.

This post is funded from extra budgetary resources. The initial appointment is for a period of one year. Extension of appointment is subject to satisfactory performance and availability of funds

ESCAP is committed to promoting diversity and gender equality within the Secretariat. Women candidates are strongly encouraged to apply.

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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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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