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 post is located in the Commercial and General Services Section (CGSS), in the Division of Administration (DA). The incumbent reports to the Director of Administration.
The Section is responsible for providing the following services; planning and organization of meetings; operation of the United Nations Conference Center; the printing and document distribution needs for conferences and meetings; travel, visa and shipping services; managing and archiving of records; mailing; messenger and transport services; catering; garage administration; host country relations services for ESCAP and UN Clients in the Asia Pacific region and acts as the focal point for business continuity of ESCAP.
The incumbent is responsible for the overall management of a large support service operation and coordinates the work and established service goals of the Section.
Responsibilities
Under the direct supervision of the Director of Administration, the incumbent is required to perform the following functions:
•Plans and oversees the management of activities undertaken by the Section, which includes conference management services including management of United Nations Conference Center, mail operations, managing and archiving of records, messenger and transport services, travel, visa and shipping services, and host country relations services; ensures that programmed activities and services are carried out in a timely fashion, with high quality and cost-efficient manner.
•Provides policy guidance to the Director of Division, on conceptual strategy development and management of the implementation of overall strategies and intra and inter-divisional policies and procedures.
•Oversees the development of overall income and cost recovery plan and strategy for the services provided including the development of forecasts and business plans; oversees performance and budget and monitors targets for all elements of the commercial operations of conference and general services on the basis of strategic and operational business plans.
•Researches, analyzes and assesses the patterns of demand for services in consultation with heads of service areas; negotiates, formulates and implements solutions to issues affecting the delivery of the Division's services.
•Establishes and coordinates the consultation processes between staff of the Section and end- users for the adjustment and delivery of services; reviews recommendations for the cost- effective delivery of conference and general services.
•Contributes to the reporting to intergovernmental bodies on budget/programme performance or on programmatic/substantive issues, as appropriate, particularly those presented in biannual and/or annual reports.
•Ensures that the outputs produced by the Unit/Section maintain high-quality standards; that reports are clear, objective and based on comprehensive data. Ensures that all outputs produced by the Section under his/her supervision meet required standards before completion to ensure they comply with the relevant mandates.
•Carries out programmatic/administrative tasks necessary for the functioning of the Section, including preparation of budgets, assigning and monitoring of performance parameters and critical indicators, reporting on budget/programme performance, preparation of inputs for results-based budgeting, evaluation of staff performance, interviews of candidates for job openings and evaluation of candidates.
•Supervises the administrative operations of the Section under his/her responsibility.
•Recruits staff for the Section taking due account geographical and gender balance and other institutional values.
•Manages, guides, develops and trains staff under his/her supervision.
•Fosters a working environment that combines individual and teamwork and communication among staff in the Section and across organizational boundaries.
•Performs other related duties as required.
Core Competencies
- Professionalism
- Planning & Organizing
- Client Orientation:
Managerial Competencies
- Leadership:
- Managing Performance
Education
Advanced university degree (Master's degree or equivalent) in business administration, logistics or operations management, engineering or related area.
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 ten years of progressively responsible experience in support services type operations in international organizations is required.
Proven management skills and experience in conducting negotiations is required.
Five years of experience in activities related to conference servicing and/or general services preferably in the United Nations system, other intergovernmental organizations, or in the private sector at the international level, is required.
Proven/practical experience in project management of large projects is highly desirable.
Experience in the development and implementation of organizational and technological innovation and change management, preferably related to conference and general services in an international multicultural setting is desirable.
Experience with modern management information systems, planning or work flow management computer applications and their implementation is desirable.
Languages
Fluency in English is required. Knowledge of another UN official language is an advantage.
Assessment
Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.