Administrative Specialist

Organizational Setting and Reporting Relationships:

These positions are located throughout UN Environment’s Offices in the Asia and the Pacific Region.

The Administrative Specialist usually reports directly to the Country Representative and works in close coordination and consultation with the Chief, Administrative Officer located in the Regional Office in Bangkok, Thailand.  
 

Responsibilities: 

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

Human Resource Management

• Effectively coordinates and advises on 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 entitlements under the Staff Rules and Regulations;
• Provides guidance and leadership to more junior staff and other personnel in the office, including consultants, interns and volunteers.

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 by conducting regular and special reviews to assess progress of actual work versus the programme plan; 
• Coordinates the production of programme reports;
• Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources;
• Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice;
• Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.   

General Administration

• Oversees work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services;
• Reviews adequacy of departmental space requirements;
• Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary;
• Develops and maintains good working relationships with internal and external service providers including UNDP, UNON and other Headquarters units;
• Performs other related work as required.

Work implies frequent interaction with the following:

• At the national, regional and HQ levels;
• Programme Officers, Fund Management Officers, consultants, other personnel, external parties, Senior Management.

Results Expected:

• Applies specialised expertise with respect to a range of human resources, programme planning, budget, financial and administrative management tasks of the Department/Unit;
• Uses initiative to resolve problems/identify exceptions which may arise from time-to-time.

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;
• Conscientious and efficient in meeting commitments, observing deadlines and achieving results;
• 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.

Communication: 

• Speaks and writes clearly and effectively;
• Listens to others, correctly interprets messages from others and responds appropriately;
• Asks questions to clarify, and exhibits interest in having two-way communication;
• Tailors language, tone, style and format to match audience;
• Demonstrates openness in sharing information and keeping people informed.

Teamwork: 

• Works collaboratively with colleagues to achieve organizational goals;
• Solicits input by genuinely valuing others’ ideas and expertise;
• 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 shortcomings.

Planning & 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.

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;
• Supports subordinates, provides oversight and takes responsibility for delegated assignments;
• Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Creativity:

• Actively seeks to improve programmes or services;
• Offers new and different options to solve problems or meet client needs;
• Promotes and persuades others to consider new ideas;
• Takes calculated risks on new and unusual ideas;
• Thinks “outside the box”;
• Takes an interest in new ideas and new ways of doing things;
• Is not bound by current thinking or traditional approaches.

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.

Commitment to Continuous Learning:

• Keeps abreast of new developments in own occupation/profession;
• Actively seeks to develop oneself professionally and personally;
• Contributes to the learning of colleagues and subordinates;
• Shows willingness to learn from others;
• Seeks feedback to learn and improve.

Technological Awareness:

• Keeps abreast of available technology;
• Understands applicability and limitation of technology to the work of the office;
• Actively seeks to apply technology to appropriate tasks;
• Shows willingness to learn new technology.

Education:      

• Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area:
• A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Experience: 

• Master's degree with minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field; or;
• Bachelor's degree with minimum of seven years of progressively responsible experience in above areas.  

Language Requirements:    

• Fluency in English both written and verbal;
• Good knowledge of Samoan both written and verbal is desirable. 

Note:

• Only Samoan nationals are eligible to apply;
• Female candidates are encouraged to apply.

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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