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Administrative Officer

Description:

• Plans, coordinates and oversees the management of activities of the Conference Services Unit to ensure 

efficiency and an appropriate level of customer service for planned conferences and other event management 

across UNDRR offices.

• Advises senior management and staff on logistics, financial and other requirements, negotiates the terms of 

agreement for meetings/conferences, and responds to conference service related queries from staff, governments 

and major stakeholders, and non-UN staff.

Human Resource Management:

• Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, 

placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members, 

training, etc., ensuring consistency in the application of UN rules and procedures for the unit.

• Manages, guides, develops and trains staff under his/her supervisions. Provides regular briefings.

• Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and 

entitlements under the Staff Rules and Regulations.

• Represents the Department/Unit at Departmental Panels and appointment bodies.

• Reviews post incumbency reports for purposes of vacancy management and staffing table control.

• Leads, oversees and coordinates the preparation and implementation of the work program and budget to ensure 

compatibility with work priorities and objectives, taking into account the most effective use of resources.

Budget and Finance:

• Initiates and conducts studies to improve budget reporting systems and cost-effective utilization of program 

resources.

• 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.

• Establishes and maintains a set of sound policies, procedures, standards and tools which are consistent with UN 

policy and practice in order to ensure proper resource management and control.

General Administration:

• Implements and monitors support services, including procurement of supplies and services, transport, travel and 

traffic, communications, engineering and information technology support and provision of local utilities and 

service requirements for UNDRR conferences, and events; coordinates with internal and external partners (ie. 

accreditation, registration, security, protocol, interpretation) for a successful delivery of such events.

• Develops and implements policies and best practices regarding conference services to meet UNDRR needs and 

ensuring proper planning, servicing, and monitoring of such events and client satisfaction in collaboration with 

UNOG counterparts.

• Reviews and advises on e requests from UNDRR offices for meetings and manages UNDRR calendar of meetings.

• Supervises a staff team and/or provide advice to others on human resource administration, financial 

administration and management information issues and practices to colleagues.

• Produces major/complex reports for management.

• Provides expert guidance and leadership to more junior staff.

• Performs other related duties as required, e.g., reviews of Secretariat offices and departments at 

headquarters/missions, operational travel programme, adequacy of departmental space requirements, and 

technology requirements.

• Performs other related work as required.

Work implies frequent interaction with the following:

Staff within work unit; Human resource, administrative, accounting staff and conference services in 

missions/offices and Headquarters. Counterparts in other UN agencies.



Requirements:

Teamwork:

-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 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.

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

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 two additional years of 

qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five years of progressively responsible experience in administration, finance, accounting, 

human resources management or related field.

Salary: ₱75000 - ₱130000
Address: 7th Floor Secretariat Building UN ESCAP Complex ,76 Rajadamnern Nok Ave 10200 Bangkok, Thailand