Provident Fund Associate

Job categories Administration, Human Resources
Vacancy code VA/2022/B0049/23479
Position Title Provident Fund Associate
Department/office FA, SSC, BSSC, Bangkok Shared Service Centre
Duty station Bangkok, Thailand
Contract type Local ICA Support
Contract level LICA-6
Duration Open-ended
Application period 2-Mar-2022 to 1-Apr-2022
Please apply directly through  
https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=23479

Background Information - Job-specific

Under the direct supervision of the HR Senior Officer - Personnel Administration, the Provident Fund Associate ensures high quality, accuracy and consistency of work. The Provident Fund Associate interprets and applies HR policies, rules and regulations, implements internal procedures and provides solutions to a wide spectrum of complex HR issues, with focus on UNOPS Provident Fund. The Provident Fund Associate promotes a collaborative, client-oriented approach consistent with UNOPS rules and regulations and contributes to the maintenance of high staff morale. The Provident Fund Associate works in close collaboration with the Programme, Operations and project teams in the field offices and UNOPS HQ personnel ensuring successful performance in HR management.

Functional Responsibilities

Summary of Key Functions

1. UNOPS Provident Fund day-to-day coordination
2. Implementation of HR strategies and policies relating to the Provident Fund
3. Facilitation of knowledge building and knowledge sharing of the Provident Fund

1. Coordinates UNOPS Provident Fund’s day-to-day operations ensuring high quality, accuracy and consistency of work achieving the following results: 

• Ensures UNOPS personnel are enrolled in the Provident Fund and Provident Fund Voluntary Contribution schemes in due time  
• Acts as subject matter expert and possible focal point between UNOPS Personnel, local focal points and the Provident Fund Provider ensuring smooth separation, clear process guidance and options with regards to the Provident Fund  
• Manages the coordination and acts as the primary operational focal point between UNOPS and the Provident Fund Provider on behalf of UNOPS and enrolled Partner Personnel  
• Manages the coordination between BSSC and Finance Group for Provident Fund related matters  
• Prepares monthly separation reports, analyses and verifies outpayment calculations from the Provident Fund Provider, ensuring their accuracy and timely submission
• Coordinates with BSSC Payroll on the Provident Fund monthly contribution report and Provident Fund payment related matters ensuring that the Provident Fund outpayment is processed accurately and in a timely manner
• Handles Provident Fund exceptional withdrawal requests and coordinates between UNOPS personnel and Provident Fund Committee, as necessary

 2.    Provides support to the implementation of HR strategies and policies relating to the Provident Fund focusing on achievement of the following results: 

• Supports full compliance of HR activities with UN rules and regulations, UNOPS’ policies, procedures and strategies
• Supports effective implementation of the internal process controls relating to ICA administration and Provident Fund in particular  
• Reviews reports from the Provident Fund provider to ensure compliance with UNOPS’ policies 
• Identifies and analyses policy gaps and weaknesses in Provident Fund administration  
• Supports development and maintenance of Provident Fund Out-Payment tools in compliance with the policy
• Reviews PQMS updates related to the Provident Fund and liaises with HQ regarding Provident Fund policy matters

3.    Provides support to knowledge building and knowledge sharing of the Provident Fund, focusing on achievement of the following results:

• Supports training of the operations staff on Provident Fund-related topics, e.g. the Provident Fund Provider’s tools, UNOPS’ practices and policy changes  
• Reviews and offers substantive feedback to the Provident Fund Provider’s training materials and communications
• Trains peers in Provident Fund administration responsibilities, as necessary, to support business continuity efforts  
• Offers sound contributions to knowledge networks and communities of practice  
• Synthesis of lessons learnt and best practices in ICA administration and those specifically related to Provident Fund administration  
• Actively creates and provides feedback to Provident Fund publications, e.g., presentations, pamphlets and workflows

Competencies

• Integrity & Inclusion

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same.  Upholds organizational and ethical norms.  Maintains high standards of trustworthiness.  Role model for diversity and inclusion.

• Leading Self and Others

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilising appropriate leadership styles

• Partnering

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

• Results orientation

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them.  Understands that responsible use of resources maximizes our impact on our beneficiaries.

• Agility

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behaviour. Performance is consistent, even under pressure. Always pursues continuous improvements.

• Solution Focused

Evaluates data and courses of action to reach logical, pragmatic decisions.  Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

• Effective communication

Expresses ideas or facts in a clear, concise and open manner.  Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground

Education/Experience/Language requirements

Education: 

• Completion of Secondary education is required. First University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable.
• A BA or MA degree is not required but may substitute required years of work experience.

Experience:

• Minimum of six years of relevant experience in the field of HR.
• Experience in working with Pension Funds coordination/reporting is considered an asset.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (e.g. Google Suite or MS Office) and experience in handling web-based management systems is required.
• Experience in use of HR information systems, e.g. Enterprise Resource Planning (ERP) systems such as oneUNOPS ERP is desirable.

Language Requirements: Full knowledge of the working language is essential (English). Knowledge of another official UNOPS language is an asset.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement
Contract level:  LICA-6
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

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
• 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.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• 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.