Administration Assistant (Human Resources)

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UNOPS - United Nations Office for Project Services

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Application deadline 1 year ago: Sunday 26 Jun 2022 at 23:59 UTC

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Contract

This is a LICA-3 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 3 years of experience, depending on education. More about LICA-3 contracts.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

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.

Background Information - Job-specific

Under the guidance and supervision of the HR Senior Officer - Personnel 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 approach, 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:

  • Administration of ICA contracts, benefits and entitlements
  • Implementation of HR strategies and procedures
  • Knowledge building and sharing

1. Administration of ICA contracts, benefits and entitlements, as follows:

  • 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 employment certificates and 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, focusing on achievement of the following results:

  • Participation in HR trainings for the operations / projects personnel.
  • 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. - A BA or MA degree may substitute required years of work experience.

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

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

Contract type, level and duration

Contract type: Local Individual Contractor Agreement Contract level: LICA-3 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.

Added 1 year ago - Updated 1 year ago - Source: jobs.unops.org