Vacancy code :  VA/2015/B0049/7141

Position title :  Payroll Assistant (Multiple Positions)

Department/office :  CSPG, GSSC, Global Shared Service Centre

Duty station :  Bangkok, Thailand

Contract type :  Local ICA Support

Contract level :  LICA-5

Duration :  1 Year

Application period :  26-Mar-2015 to 26-Apr-2015

Background information-Payroll Assistant

The UNOPS Global Shared Service Centre (GSSC) is a Corporate Support Practice Group (CSPG) unit established for the purpose of providing internal, global, cost-effective transactional services which enhance the operational capacity of UNOPS and standardize systems and procedures. The GSSC, among other functions, carries out high-quality transactional services within the area of personnel contract administration, benefits & entitlements and payroll. To ensure increased cost-efficiency and consistency with UNOPS systems, GSSC is now expanding its services to include both Individual Contractor Agreement (ICAs) and UN staff members.

Under the overall supervision of the Payroll Specialist and the day-to-day supervision of a Team Leader, the Payroll Assistant provides a range of operational/administrative and payroll support services to the unit ensuring high quality, accuracy and consistency of work consistent with UNOPS rules and regulations.

The work area is within Payroll Administration for Individual Contractual Agreement (ICA).

The Payroll Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit. The Payroll Assistant works in close collaboration with Operations personnel in the field offices and with UNOPS HQ personnel to exchange information and ensure consistent service delivery. 

Functional Responsibilities

Summary of Key Functions:

• Administrative and Payroll related tasks
• Assist in producing payroll reports and queries
• Payroll systems development, testing and maintenance
• ICA contract administration
• Knowledge building and knowledge sharing 

1. Carry out Administrative and payroll related tasks, including following responsibilities:

• Carry out the day to day payroll transactions
• Create receipts and initiate payments in UNOPS ERP System
• Process payments relating to salaries in UNOPS ERP System
• Check that payment to Individual Contractor Agreement (ICA) holder is in compliance with vendor profile and the terms and conditions of the ICA agreement
• Prepare all relevant supporting documentation for the Team Lead to review payment vouchers.
• Conduct quality checks of tasks completed by support team
• Communicate with UNOPS field Offices on payroll support services, including pay-cycle processing and disbursement of funds
• Resolution of routine administrative and process problems and refer complex issues to supervisor with recommendations for course of action
• Interact with colleagues to exchange information on administrative issues and seek co-operation
• Maintain accurate records (hardcopy and online) of all project document for easy reference and retrieval.

2. Assist in producing various payroll reports and queries focusing on the following results:

• Accurate payroll data resulting in reduction of recoveries, advances and other exceptional payments
• Timely and accurate determination and processing of payments
• Audit checks and balances for due diligence and financial accountability within the Financial Rules and Regulations of UNOPS
• Monitor and take corrective action on Payroll reports which indicate unusual or questionable activity and payment
• Maximize the use of technology to keep the client informed of their payroll elements and changes thereto

3. Contributes to payroll systems development, testing and maintenance

• Performs testing for the accuracy of the implementation and/ or system enhancement

4. Administration of ICA contracts, benefits and entitlements

• As and when times allows, assist in the administration of ICA contracts, benefits and entitlements
• Drafting of contracts, outlining the conditions of the agreement for the approval of the supervisor
• Briefing to personnel on the conditions related to contracts
• Collection, verification and follow-up on required documentation related to benefits, entitlements and contracts

5. Ensures facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects personnel on Payroll
• Contributions to knowledge networks and communities of practice

Competencies

UNOPS Core Values/Competencies

• Integrity
• Professionalism
• Respect for Diversity
• Creativity and innovation
• Commitment to continuous learning
• Planning and Organizing
• Results orientation
• Communications skills
• Teamwork skills
• Client orientation
• Technological awareness

Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of standard tasks and duties related to HR, screening, collecting and preparation of documentation, data input, transactions tracking, filing, provision of information
• Ability to review data, identify and adjust discrepancies
• Ability to produce accurate and well documented records conforming to the required standard
• Ability to handle a large volume of work possibly under time constraints
• Knowledge of UNOPS HR rules and procedures
• Strong IT skills

Leadership and Self-Management

• Ability to adhere to work assignments and meet designated deadlines.
• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities
• Solicits feedback from staff about the impact of his/her own behavior

Education/Experience/Language requirements

Education : High school diploma required.A BA or MA degree may substitute required years of work experience.

Experience : 5 years progressive experience in supporting a payroll, accounting and/or HR administration. Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and experience in handling of web-based management systems.

Language Requirements : Fluency in written and oral English. Knowledge of second UN working language desirable.

Contract type, level and duration

Contract type : Local Individual Contractor Agreement

Contract level : LICA 5

Contract duration : 1 year, renewable subject to satisfactory performance and funding availability

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET).
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

*** For Payroll Assistant (Multiple Positions)  

Please Apply through this link : https://gprs.unops.org/pages/viewvacancy/VADetails.aspx?id=7141 ONLY!

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.

Recruitment/internship in UNOPS is contingent on the results of such checks.