Administration Assistant

Contract

This is a LICA-4 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 4 years of experience, depending on education. More about LICA-4 contracts.

Background Information - 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. The BSSC, among other functions, carries out high-quality transactional services within the area of personnel contract administration and payroll.

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.

Functional Responsibilities

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 ensure policy compliance of travel expenses by reviewing and approving travel requests in the Travel Authorization and DSA Automation (TADA) tool. The Administration Assistant also supports the provision of financial services within the support services function, ensures high quality, accuracy and consistency of work, and promotes a client-oriented approach consistent with UNOPS rules and regulations.

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.

Summary of Key Functions:

1. Implementation of operational strategies and procedures
2. Accounting and administrative support for personnel on official duty travel

3. Knowledge building and sharing

4. Ensures implementation of operational strategies and procedures, focusing on the achievement of the following results:

- Supporting full compliance of financial processes and financial records with UNOPS rules, regulations, policies and strategies. - Assistance with input to the content of internal Standard Operating Procedures (SOPs) from an operational perspective, in consultation with the direct supervisor and office management.

2. Provides accounting and administrative support for personnel on official duty travel by reviewing and approving non-standard travel requests within the Travel Authorization and DSA Automation (TADA) tool according to the following duties:

- Checking information of DSA requests submitted via the Travel Authorization and DSA Automation (TADA) tool. - Reviewing of DSA documents for accuracy. - Providing guidance and support to personnel on travel requests, procedures and regulations - Answering queries and solving routine administrative and issues; escalating non-routine queries and issues to supervisor. - Supporting maintenance and easy-retrieval of the team’s operational records and periodic reports on service delivery, ensuring both accuracy and safekeeping of confidential materials. - Monitoring changes of trips and tracing if any travel adjustments occur. Communicating with the responsible persons to correctly recover the overpaid funds in due time. Keeping records of the evidence for reference and tracking. - Assisting in the creation and updates of the calculation or communication templates as necessary - Performing other travel expense-related tasks as required and specified by either the direct supervisor or the team lead.

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

- Participation in finance-focused and travel-related training. - Contributions to knowledge networks and communities of practice.

Competencies

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.

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, utilizing appropriate leadership styles. 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). 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. 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 behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. 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. 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 is required. - A Bachelor's Degree or Master's Degree, preferably in Business Administration, Public Administration, Finance, and/or related fields is desirable and may substitute some required years of work experience. - Specialized training in finance is desirable.

Experience: - A minimum of 4 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), spreadsheets (e.g. Google Sheets, Excel) and web-based management systems is desirable. - Experience in UN system organizations is desirable.

Language Requirements: - Fluency in written and oral English is required. - Knowledge of a second UN working language is desirable.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA) Contract level: LICA-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 Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

• This position is stationed in Bangkok, Thailand which is a family duty station.

Terms and Conditions

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.