Administration Assistant (DSA Processor)

Job categories Administration, Finance
Vacancy code VA/2022/B0049/24397
Position title Administration Assistant (DSA Processor)
Department/office FA, SSC, BSSC, Bangkok Shr Serv Centre
Duty station Bangkok, Thailand
Contract type Local ICA Support
Contract level LICA-3
Duration Open ended
Application period 05-August-2022 to 04-September-2022
Please apply directly through
https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=24397

Background Information - Job-specific

Under the guidance and direct supervision of the Finance and Administrative Associate and the overall supervision of the Manager and Team Leader of the Finance and Accounting Service Team, the Administration Assistant provides a range of administrative and financial services to corporate, portfolio and client managers and associates. The incumbent’s main role is to assist in calculating and raising requests for payments for Daily Subsistence Allowance (DSA). The incumbent will be working in close collaboration with Finance and Travel policy owners, Travel Focal Points in Regional/Project Centres and with UNOPS HQ staff to exchange information and ensure consistent service delivery in line with the current practices and travel policies.

Functional Responsibilities

Summary of Key Functions

1. Review and approve non-standard travel requests within the travel authorization and DSA automation tool
2. Implementation of operational strategies and procedures
3. Knowledge building and knowledge sharing

1. Review and approve non-standard travel requests within the travel authorization and DSA automation tool

• Check information of the DSA request submitted through travel authorization and DSA automation tool, supports review of DSA documents for accuracy
• Provides guidance and support to personnel on travel request, procedures and regulations 
• Answers queries and resolves routine administrative issues; escalates non-routine queries and issues to supervisor 
• Supports maintenance and easy-retrieval of the team’s operational records and periodic reports on service delivery, ensuring both accuracy and safekeeping of confidential materials
• Maintenance DSA rates, danger pay rate and other travel related rates into the automation tool periodically
• Monitor the changes of the trips and tracing if any travel adjustment occurred. Follow up, communicate and assist in correctly refunding overpaid amounts. Keep record of the evidences for reference and tracking
• Assist in creation and updates of the calculation or communication templates
• Performs other DSA-related tasks, as required, and as specified by either the direct supervisor or team leader

2. Supports implementation of operational strategies and procedures, focusing on achievement of the following results:

• Supports full compliance of operations with UNOPS rules, regulations, policies and strategies
• Assists with input to the content of internal Standard Operating Procedures (SOPs) from an operational perspective, in consultation with the direct supervisor and office management

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

• Participates in trainings for the operations / project personnel on correct procedures for DSA processes
• Contributes 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 secondary school or equivalent.
• Specialized training in administration or finance is desirable. 
• A BA or MA degree may substitute required years of work experience.

Experience:

• A minimum of 3 years of operational experience in finance or administration is required. 
• Ability to work with computers, particularly office software packages (e.g. G-Suite, MS Office 2003 and/or newer versions), spreadsheets (e.g. Google Sheets, Excel) and web-based management systems are desirable. 
• Some experience in the UN system organizations 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: Open-ended

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.