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

1. Administration of ICA contracts, benefits and entitlements
2. Implementation of HR strategies and procedures
3. Knowledge building and sharing

1. Administration of ICA contracts, benefits and entitlements

• Assistance in the management of Individual Contractor Agreement (ICA) contract administration implementation, supporting accurate and timely ICA issuance by UNOPS to its offices and that of its Partners.
• Processing and releasing contracts in oneUNOPS based on clear instructions.
• Processing contractual changes in oneUNOPS or related utilities (e.g. oneSUP) based on clear instructions.
• Performance of SEA Clear Checks based on ICA Award information.
• Registration and maintenance of Supplier Profiles for personnel in oneUNOPS based on clearly established guidelines and according to banking detail documents/forms.
• Processing of Certification of Payments (COPs) for retainer and lump sum ICAs based on clear instructions.
• Enrollment of personnel and/or dependants in medical insurances based on clear instructions.
• 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.
• Performance of oneUNOPS Resource-level data clean up exercises (e.g. supervisor changes and ‘works at’ cost centre), as necessary and based on clear instructions.
• Preparation of non-HQ UNC application packages for internal certification and subsequent posting to UNOG. Further facilitation of accurate and timely document dispatch upon receipt of newly created UNC from UNOG.
• Preparation of tax attestations upon request and in accordance with oneUNOPS contract and payroll data.
• Resolution of routine administrative and process problems and reference of complex issues to either System Support or supervisor, as appropriate.
• Maintenance of available project and personnel documents within the oneUNOPS document manager.

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

• Participation in HR trainings for the operations / projects personnel.
• 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

Education/Experience/Language requirements

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

Experience: 3 years of relevant administrative experience is preferred. Experience in the usage of computers and office software packages (G Suite, Acrobat) is preferred. Experience in handling of web-based management systems is desirable.

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: 7 months

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.