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 UNOPS

Position : Administration Assistant

Publish on May 30, 2020 | Viewed 2,422

Job information

  • Reference Id: Bkp_0004175
  • Company: UNOPS
  • Position name: Administration Assistant
  • Job location: Bangkok
  • Non-Thais allowed: No
  • Department: FA, SSC, BSSC, Bangkok Shared Service Centre
  • Job type: Contract
  • Vacancy: 1
  • Gender: Male or Female
  • Age: non definite age
  • Job level: Officer
  • Experience: Over 3 Yr(s)
  • Education: N/A
  • Monthly salary range: Negotiable
  • Job field(s):

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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.

Job description

Background Information - Job-specific

Under the guidance and supervision of the Payroll Analyst, 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 the 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

Summary of Key Functions

  1. Handles and monitors HR Absence Mailbox
  2. Assist Payroll insurance, provident fund, pension records verification and reports submission
  3. Other administrative work for Payroll unit
  4. Knowledge building and sharing 

1. Handles and monitors HR Absence Mailbox

●        Responds to routine queries sent to HR Absence inbox.

●        Collaborates closely with IPAS and System Support to matters raised in the HR Absence inbox.

●        Monitors progress of absence inquiries/cases 

●        Supports timely and accurate archival of absence records and files

●        Assists in guiding local HR in technical absence entries  according to UNOPS policies and procedures 

2. Assists Payroll with the verification and transmission of insurance, Provident Fund, pension records and reports,  focusing on achievement of the following results:

●     Provide routine administrative assistance in verifying insurance records and reports in full compliance with UN/UNOPS rules, regulations, and policies.

●     Assist in reporting-preparation by extracting data from ERP system, such as various types of insurance data, personnel attendance records, etc.

●     Assist the supervisor or manager in identifying discrepancies in insurance, pension, and provident fund reconciliation files.

●     Submit all payroll reports to third parties on a timely basis

●     Spot system issues related to all standard reports to ensure the accuracy of reporting and escalate them to the supervisor or manager for corrective action

●     Perform other administrative support to ensure efficient operation of the payroll unit. 

3. Other administrative work for Payroll unit

●     Carry out administrative duties such as scheduling meetings and appointments.

●     Take accurate minutes of meetings

●     Assist maintaining and updating payroll standard operating procedures 

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

●     Participation in the trainings for the operations/ projects staff on absence administration

●     Contributions to knowledge networks and communities of practice 

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

Qualification

Education/Experience/Language requirements 

Education:  Completion of secondary school or equivalent is required. A BA or MA degree may substitute required years of work experience. 

Experience:

●        3 years of relevant experience in supporting a general office administration, prefer payroll and human resource administration areas. 

●        Experience in handling web-based management systems and office software packages (G Suite, Acrobat). 

Language Requirements: Fluency in written and oral English required.  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 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

●                    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.

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