General Services Officer (P-3)

Organizational Setting

This position is located in General Services Section, Division of Administration. The Division of Administration is committed to sustaining a service-oriented environment by ensuring that all PTS staff members receive efficient and high-quality support in the areas of budget, finance, general services, and procurement.

Reporting Lines

Under the supervision of the Chief, General Services Section and in close cooperation with the staff of the Section to: 

Duties and Responsibilties

1. Support the Section Chief to ensure smooth and effective functioning of the Section performed in a customer service-oriented manner;

2. With a particular focus on streamlining of processes, quality management and cost reduction measures, ensure effective and efficient delivery of general services including building management, management of office equipment, travel administration, transportation and visa support, records, mail, registry and archives management, diplomatic entitlement support and administration, insurances, safety and security, official vehicles maintenance, and driver/messenger services;

3. Provide advice to clients with respect to the regulations, rules and procedures governing general services. Contribute to the development and implementation of customer support, training modules and manuals. Contribute to the development, and compile and maintain a systematic documentation on processes and procedures as well as guides for PTS staff members concerning services provided by the General Services Section;

4. Work closely with other VIC based organizations to ensure cost effective delivery of the services within the scope of the work programme of the Section to which PTS subscribes from these organizations. Develop and implement a systematic process for transaction processing (ordering services, invoice payment/reconciliations) contract and performance management;

5. In close cooperation with the Procurement Section, prepare the annual procurement plan, lead the purchasing and/or contracting, and manage contracts and relationship with vendors for goods and services including travel, insurances, standard office furniture, equipment (other than IT equipment) and office supplies;

6. Support the Section Chief in budgetary and financial matters and as designated, act as alternate Certifying Officer; 

7. Process requests and provide assistance in obtaining Visas and other official documents for CTBTO staff members and non-staff;

8. Develop systematic documentation on processes and procedures including archiving of forms and documents as well as guides for the PTS staff members concerning services provided by the General Services Section; 

9. Analyse and provide input and recommendations on quality assurance and continuous process improvements as required. Carry out specific projects assigned by the Section Chief;

10. Perform other duties as assigned.
     

Education

• University degree in business and/or public administration/management, law, accounting, economics or finance, operations management or a closely related field.

Work Experience and Qualifications

• A minimum of five (5) years of relevant working experience in administration, general services, or related areas in an international setting, with at least three years relevant working experience in procurement of services, equipment and supplies;

• Experience in using an ERP system (SAP preferred) is required;

• Experience in project management is desirable; 

• Experience in quality management and performing operations process review and/or business process reengineering is desirable.

Languages

• Excellent written and oral communication skills in English are essential.
• Knowledge of other official CTBTO languages is desirable.

Competencies

• Professionalism - 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;
• Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from other and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed;
• Planning and organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; 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;
• Team work - Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda;
  builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team
  accomplishments and accepts joint responsibility for team shortcomings;
• Accountability - Takes ownership of all responsibilities and honors 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 relationships 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 and setbacks in projects; meets timeline for delivery of products or services to clients;
• 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 limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness
  to learn new technology.