Administrative Assistant - UN Web Buy Plus/ BSSC

Job categories Administration, Procurement
Vacancy code VA/2022/B0058/24200
Position Title Administrative Assistant - UN Web Buy Plus/ BSSC
Department/office FA, SSC, Shared Services Centre
Duty station Bangkok, Thailand
Contract type Local ICA Support
Contract level LICA-4
Duration Open-ended - subject to organizational requirements, availability of funds and/or satisfactory performance
Application period 29-Jun-2022 to 20-Jul-2022
Please apply directly through  
https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=24200  

Background Information - Job-specific 

UN Web Buy

The UN Web Buy team (UNWB) is part of UNOPS Shared Services Centre (SSC), which provides policy advice, operational support, and transactional services to UNOPS offices, and is responsible for the administrative support to HQ and Copenhagen-based personnel.

UN Web Buy (unwebbuyplus.org) is UNOPS e-commerce solution for the humanitarian and development sector. Through UN Web Buy, partners can access UNOPS procurement services for selected commodities based on Long Term Agreements. The platform went through a complete redesign in 2017 and is constantly being updated with new functionality.

The UN Web Buy team is responsible for the UN Web Buy service and for the development and maintenance of the system. The UN Web Buy operations team is based in Copenhagen and Bangkok, from where it provides global procurement services through the UN Web Buy platform.

BSSC

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. For young professionals, a job within UNOPS BSSC offers the opportunity to enter the United Nations system via crucial back office service delivery in an engaging and development-focused work environment as part of a dynamic and effective UN entity. BSSC jobs offer a platform of learning and exposure to UNOPS' operations and the greater UN system.

*This is a local position based in Thailand, therefore either a Thai nationality or a valid work permit for Thailand (not linked to the current employment) is required.

Functional Responsibilities

Under the guidance and direct supervision of the UN Web Buy Team Manager with a secondary reporting line to the BSSC Finance Team Lead, the Administrative Assistant will provide support to the UN Web Buy team assisting the case officers and Catalogue manager in UN Web Buy related tasks. 
He/she will also assist BSSC in Finance team in performing UN Web Buy related tasks

UN Web Buy related tasks

• Monitor payment inbox. Follow up with supplier´s payments and inform case officer / country offices + Provide Proof of Payment to supplier/FF when requested
• Monitor AR file and raise the proforma invoices in oU (oneUNOPS system) for Advance paying clients 
• Process vendor information modifications
• Check completeness of supplier documents submitted  for payment in Web Buy
• Support case officers for supplier  prepayments upon receipt of instructions
• Assist the catalogue manager on specific tasks 
• Assist case officers in refunds
• Assist in claim cases - follow up with Insurance company and check the AR for claim refunds
• Monitor shared mailbox and forward emails to relevant case officers for action
• Assist case officers upon receipt of instructions with amendment of Final UNOPS invoices (split by supplier for waiver purposes) and any other admin tasks performed to support the UN Web Buy team

BSSC tasks

• Send invoices received in the UN Web Buy Plus platform to the client for payment;
• Raise the invoice on the centralized receivable tool for advance and deferred paying client
• Follow up on Client payments and inform case officers for their action  in case of delay
• Create requests for payment (RFP) for UN Web buy vendors
• Make the adjustment or refund request based on the reconciliation report
• Run reports and share them with the supervisor for reconciliation of Insurance (Willis) and payment settlement

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.

• 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:

• Secondary education or high school diploma is required. 
• Relevant first university degree (bachelor’s or equivalent) or higher in Accounting, Commerce, Business Administration/ Management or related specialization is preferred and may substitute some of the required years of experience. 
• Relevant certification in financial management or accounting is a distinct advantage.

Experience:

• Minimum of four (4) years of relevant working experience within the areas of finance, accounting,  business administration, or related field in combination with a high school diploma is required.
• Some professional experience within the areas of audit, finance, accounting, business administration, or related fields is desirable.
• Experience in financial analysis and/or reporting is an asset.
• Experience in budget preparation and/or budget validation is an asset.
• Proficiency in data processing using MS Excel/Google Sheets is a critical success factor.

Languages:

• Fluency (full working knowledge) in English is required.

Contract type, level and duration

Contract type: ICA
Contract level:  Local ICA Support -4
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.