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.
The position is located in the Commercial and General Services Section (CGSS), in the Division of Administration (DA). The Section is responsible for providing the following services: planning and organization of meetings; operation of the United Nations Conference Center; travel, visa and shipping services; managing and archiving of records; mail services; messenger and transport services; catering; garage administration; and host country relations services for ESCAP and UN clients in the Asia-Pacific region.
The incumbent reports to the Chief of Commercial and General Services Section (CGSS) and will be responsible for managing and coordinating travel transportation and official mission visa services, managing mail records and archive service, garage administration and commercial services.
Under the direct supervision of the Chief of CGSS, and overall supervision of the Director, Division of Administration, the incumbent is required to perform the following functions:
Human Resource Management
- Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
- Defines conditions of service, duties and responsibilities, and privileges and entitlement under the Staff Rules and Regulations.
Budget and Finance
- Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued.
- Monitors and reviews the work programme and budget and monitors targets for all elements of the commercial operations on the basis of strategic and operational business plans.
- Defines requirements and work with systems units with respect to improving budget reporting systems and cost-effective utilization of program resources.
- Develops procedures and implements same to ensure that accounting and financial management controls are consistent with UN policies and practice.
- Prepares forecast of transactions and sales volumes and feasibility studies on mark-up policies and financing mechanisms for coverage of overhead expenses for approval by Division of Administration.
- Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.
- Provides guidance and leadership to more junior staff.
- Oversees and manages work related to maintenance of effective travel transportation and official mission visa services; garage administration; mail records and archive services and commercial services.
- Oversees contract management for the services noted above including supporting transitioning in and out of contracts.
- Oversees audits for the general services and follows up on audit recommendations if any.
- Oversees client/customer interface mechanisms, including customer satisfaction surveys, responses to staff complaints and training staff in customer relations.
- Develops Business Intelligence reports to monitor service delivery and compliance against agreed KPI’s with client departments and agencies.
Cost Recovery/Services Delivery
- Coordinates and supervises the cost recovery framework for all areas of administration, including ensuring up to date cost recovery agreements.
- Performs financial analysis, management reporting and variance analysis of cost recovery function.
- Performs other related work as required.
- 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.
- 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
- 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.
- Delegates the appropriate responsibility, accountability and decision-making authority; Makes sure that roles, responsibilities and reporting lines are clear to each staff member; Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; Monitors progress against milestones and deadlines; Regularly discusses performance and provides feedback and coaching to staff; Encourages risk-taking and supports creativity and initiative; Actively supports the development and career aspirations of staff; Appraises performance fairly.
- Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related field. 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.
- Certification in business process improvement methodology is desirable.
- A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related fields is required.
- Demonstrated experience in application of business process analysis and re-engineering methodologies is required.
- Extensive experience in managing and leading coordination with several cross functional teams in a collaborative effort, in a changing environment is desirable.
- Demonstrated experience in leading business transformation for administrative services is desirable.
- Experience working with an ERP system, such as SAP is desirable.
- Demonstrated experience in managing archive and records management projects is desirable.
- Experience in managing and coordinating travel transportation and official mission visa services is desirable.
- Experience in managing multi-disciplinary work unit is desirable.
- Experience in the United Nations Common System or international organizations is desirable.
- English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.