Vacancy code                        VA/2018/B0049/15216

Position title                          Administrative Assistant

Department/office                 SSC, BSSC, Bangkok Shared Service Centre

Duty station                           Bangkok, Thailand

Contract type                        Local ICA Support

Contract level                        LICA-3

Duration                                 1 Year, renewable subject to satisfactory performance and funding availability

Application period                14-Mar-2018 to 13-Apr-2018

Please apply directly through https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=15216

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Background information – Administrative Assistant

The UNOPS Bangkok Shared Service Centre (BSSC) is a Shared Services Centre (SSC) 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 BSSC, among other functions, carries out high-quality transactional services within the area of personnel contract administration, benefits & entitlements and payroll.

Under the guidance and supervision of the UNJSPF and Insurance 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 administration and HR data management within Payroll unit.  

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 including various service providers to exchange information and ensure consistent service delivery.

Functional Responsibilities 

• Implementation of operational strategies and procedures
• Administrative support, System maintenance and reporting
• Knowledge building and sharing

1.   Ensures implementation of operational strategies and procedures, focusing on achievement of the following results:

• Full compliance of insurance and absence processes and records with UNOPS rules, regulations, policies and strategies.

2.  Provides administrative support, system maintenance and reporting, focusing on achievement of the following results:

• Assistance in reporting preparation by extracting data from various automated UNOPS systems, such as various types of insurance data, personnel attendance records and etc.  

• Assistance in reviewing system operational problems and data discrepancies and raising an issue to the attention of supervisor
• Assistance in filing insurance, absence management data from various sources. Tracking and monitoring of the status of actions
• Maintenance of relevant records and files, e.g. insurance, pension form, absence information.
• Requests for services completed efficiently and punctually, in accordance with procedures and with a client-oriented focus
• Management of Absence mailbox using UNOPS tools and close collaboration with system support and headquarter colleagues to resolve issues
• Preparation of routine correspondence in coordination with insurance service providers and internal clients
• Supporting team for conducting full-cycle recruitment
• Assistance to the team during peak workload or back-up as necessary, to ensure completion of work objectives, including administrative support
• Performing other tasks as required 

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

• Participation in the trainings for the operations/ projects staff on administration
• 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
• 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 : 3 years of experience in supporting a general office administration and human resource administration areas.

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 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.

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