Background Information - Job-specific 

Under the guidance and supervision of the Team Lead, ICA Administration, the Administration Assistant – Personnel Administration provides support to HR services in the field office support services function, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The ICA administration assistant promotes a client-oriented and consistent with rules and regulations approach in the unit.

The Administration Assistant – Personnel Administration works in close collaboration with the Programme, Project and Support Services colleagues locally and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery.

Functional Responsibilities 

Summary of Key Functions: 

• Administration of ICA contracts, benefits and entitlements
• Implementation of HR strategies and procedures
• Knowledge building and sharing 

1.  Administration of ICA contracts, benefits and entitlements, as follows:

• Assistance in the management of all aspects of Individual Contractor Agreement (ICA) contract administration implementation, monitoring the progress, ensuring the accuracy and timely of ICA issuance. Conducting a quality check of tasks completed by support team.
• Responsible for processing contracts in oneUNOPS.
• Registration of supplier profiles in oneUNOPS based on clearly established guidelines and maintain records of banking information registered and document system.
• Process Certification of Payments (COPs) for retainer and lump sum ICA.
• Enrollment of medical insurances for personnel and/or dependents, as necessary.
• Communication with colleagues on areas requiring verification, corrections, additional information, etc. to improve quality of output and/or account submission and increase knowledge base in the process.
• Resolution of routine administrative and process problems and refer complex issues to supervisor with recommendations for course of action.
• Maintain accurate records of all project documents for easy reference and retrieval.
• Perform other related duties, as required. 

2.  Supports 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

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

• Participation in the trainings for the operations/ projects staff on HR.
• Contributions to knowledge networks and communities of practice.

Competencies 

UNOPS Core Values/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 school or equivalent. A BA or MA degree may substitute required years of work experience.

Experience :3 years of relevant administrative experience. Experience in the usage of computers and office software packages (G Suite, Acrobat). 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: Open-ended, 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
• 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
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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.