Vacancy code          VA/2015/B0049/8428 

Position title           Administrative Assistant 

Department/office    CSPG, GSSC, Global Shared Service Centre

Duty station              Bangkok, Thailand

Contract type          Local ICA Support

Contract level          LICA-3

Duration                  1 Year

Application period    2-Sept-2015 to 1-Oct-2015

Please apply directly through: https://gprs.unops.org/pages/viewvacancy/VADetails.aspx?id=8428

Background information-Administrative 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 guidance and supervision of the UNJSPF Coordinator, the Administrative Assistant provides support within office and HR services, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery.

The work area is within general office administration, logistic, and HR data management.  

The Administrative Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit. He/She 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:

• Implementation of HR strategies and procedures
• Implementation of HR services
• Provision of logistical and procurement support
• Office services
• Maintenance of the registry system and effective mail management

1. Support in implementation of HR strategies and procedures, focusing on achievement of the following results:

• Full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies
• Input to the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management

2. Support in implementation of HR services focusing on achievement of the following results:

• Extract and input data from various sources in the human resources database (such as insurances, etc.)
• Search, retrieval, compilation, assembly and archival of a variety of HR statistical data from computer files, records, reports or from other sources for external use;
• Assistance in the preparation of administrative reports; drafting of routine correspondence 

3.  Provides logistical and procurement support, focusing on achievement of the following results:

• Receipt of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent), arrangements for shipments.  Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance
• Arrangement of travel and hotel reservations, preparation of travel authorizations
• Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government

4. Provides routine office services, focusing on achievement of the following results:

• Maintenance of a stock control and supply system for all office consumable items
• Ensuring the proper functioning of office utilities, e.g. water supply, electricity, etc.)
• Clerical assistance and support in compilation of reports and finance documentation

5.  Ensures provision of effective mail management focusing on achievement of the following results:

• Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer and distribution of all necessary copies within the office
• Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution

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
• Provides helpful feedback and advice to others in the office
• 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
• 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
• Responds positively to critical feedback and different point of view

Education/Experience/Language requirements

Education : High school diploma required. Secondary Education with specialized certification in general administration and HR an asset. A BA or MA degree may substitute required years of work experience.

Experience : 2 to 3 years of experience in supporting a general office administration and human resource management areas. required years of work experience.

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. stems.

Contract type, level and duration

Contract type : Local Individual Contractor Agreement
Contract level : LICA 3
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. 

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.