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 position is located in the Host Country Relation Unit, Conference and General Services Section, in the Division of Administration. The incumbent reports to the Chief of Conference and General Services Section.

Responsibilities

Under the direct supervision of the Chief of Conference and General Services Section, and overall supervision of the Director of Administration, the incumbent is required to perform the following functions:

Liaison and Coordination on Host Country Relations

• Represents ESCAP and often UN entities in discussion, negotiation and deliberation with various Host Country authorities in matters relating to privileges and immunities of staff members as per the Host Country Agreement and relevant international agreements and smooth operation of the UN in Thailand in general.
• Acts as the primary focal point for the Host Country authorities and provides pertinent information, guidelines, legal advice and arrangements as necessary to senior management of ESCAP and client entities.
• Provides efficient protocol services for ESCAP senior management and visiting high ranking UN officials through close coordination with various Host Country authorities.
• Leads the Community of Practitioners on Protocol as part of the UN Thailand Operations Management Team (OMT), with respect to streamlining related work practices and processes and further strengthening relationship between the Host Country authorities and the UN in Thailand.
• Contributes to development and execution of the Business Operations Strategy (BOS) in Thailand (National BOS) as well as in the Asia-Pacific Region (Regional BOS) in the field of administration and logistics.
• Assesses the relevance and suitability of the terms of the Host Country Agreement on an ongoing basis and recommends revision as necessary.

Supervision and Management of Host Country Relations Unit

• Oversees all the activities of the Unit and be responsible for preparation/execution of budget, recruitment, evaluation of staff performance and development of work plans for the Unit.
• Provides effective and efficient administrative support services to staff of ESCAP and client entities, focusing on achievement of the below results:
– Appropriate interpretation of the diplomatic privileges and immunities of international staff members and their family members of ESCAP and client entities, where applicable, in the following areas: (a) obtaining stay permits and re-entry visas for Thailand; (b) importation of duty-free goods for official and/or personal use, including the related customs clearance; and (c) obtaining other diplomatic privileges and immunities.
– Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, insurance.
– Supervises smooth operation of the CGSS Service Desk through appropriate provision of resources as per the clients’ needs and in consultation with other stakeholders.
– Monitors performance of staff members and personnel of the Unit in order to achieve service excellence and offers training and coaching as required.
– Regularly organises trainings and briefing sessions for administrative staff and new staff members on host country related services.
– Reviews and improves operation of the Unit through business process automation and technology enhancements as necessary.

Support to the Chief, Conference and General Services Section (CGSS) on inter-related operational and logistics activities of the Section.

• Assists the Section Chief in preparation and elaboration of proposals on cost saving/avoidance strategies for administrative services including the Common Back Office initiatives. Efficiently provides the HCRU-related areas of the One Stop Conference Support Services, which includes efficient provision of host country liaison, visa and protocol services.
• Contributes to mapping and review of business processes of the Section and in elaboration of internal standard operating procedures for the Section.
• Perform other duties as assigned by the Chief.

Competencies

Core Competencies:

• Professionalism: Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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.

• 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.

Managerial Competency:

• Managing Performance: 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.

Education

Advanced university degree (Master’s degree or equivalent) in business administration, public information, international relations, or legal studies or related area is required.

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 five years of progressively responsible experience working with the public sector (e.g. Ministries, Government Offices, Embassies, Permanent Missions etc.), in administration preferably relating to public relations or host country relations in Thailand is required.

Proven experience in maintaining excellent partnership and public relations as well as having good communication and client service orientation is required.

Experience with business processes automation and handling web-based client management system is required.

Experience in supervising a team of staff with diverse background is required.

Solid knowledge of local customs and practices and deep understanding of cultural sensitivities is required.

Experience in the United Nations Common System or international organizations is desirable.

Languages

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.

Assessment

Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.

Special Notice

Candidates must be Thai nationals.

Appointment against this post is on a local basis; candidates shall be Thai nationals and will be recruited in the country or within commuting distance of the ESCAP office. If no suitable local candidate is identified, Thai nationals residing elsewhere may be considered, in which case the candidate would be responsible for any costs related to travelling and relocating to Bangkok in the event of an employment offer.

Locally recruited General Service staff members applying for this post must meet the minimum requirements, including academic qualifications and years of relevant experience. Relevant experience in the General Service category at G-6 and G-7 levels may count towards experience requirements.

The initial appointment is for a period of one year. Extension of appointment is subject to satisfactory performance and availability of funds.

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.