Administration Assistant (DSA Processor)

Background Information - Job-specific

Under the guidance and direct supervision of the Senior Administrative Assistant 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. Data entry and calculation support related to Daily Subsistence Allowance (DSA)
2. Implementation of operational strategies and procedures
3. Knowledge building and knowledge sharing

1. Provides data entry and calculation support related to Daily Subsistence Allowance (DSA), focusing on achievement of the following results:

• Prepares and calculates Daily Subsistence Allowance (DSA) according to UNOPS’ Travel Policies and procedures, based on transmitted DSA documents
• Supports review of DSA documents for accuracy
• Provides guidance and support to personnel on DSA processes, procedures and regulations 
• Answers queries and resolves routine administrative and process issues; escalates non-routine queries and issues to supervisor 
• Supports maintenance and easy-retrieval of the team’s DSA calculation records (hardcopy and digital) and periodic reports on service delivery, ensuring both accuracy and safekeeping of confidential materials
• Assists in creation and updates of DSA Calculation 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.