Administration Associate (Internal Candidate Only)

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UNOPS - United Nations Office for Project Services

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Application deadline 1 year ago: Wednesday 1 Feb 2023 at 23:59 UTC

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Contract

This is a LICA-6 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 6 years of experience, depending on education. More about LICA-6 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.

Background Information - Job-specific

Under the direct supervision of the Payroll Analyst and the overall direction of the Manager of BSSC as well as the technical guidance of IPAS HR, the Administration Associate is responsible for providing technical and administrative support to the timely processing, recording, completion, monitoring, and maintaining of transactions and processes covering the array of HR and Payroll Management service lines in accordance with UNOPS regulations and policies. They may serve as the first contact for internal and external clients in resolving questions on routine and standard processes and procedures and provision of guidance and information related to HR/Payroll initiatives and services to a wide range of UNOPS clients.

Functional Responsibilities

Summary of Key Functions: - Generate and review all payroll third party reports, submit the reports to third parties on timely basis with high accuracy - Supervising Absence inquiry operation - Aid in internal and external audits and preparation of ad-hoc reports when required - Standard Operating Procedure Setup and System Updates - Knowledge Building and Knowledge Sharing

  1. Generate and review all payroll third party reports, submit the reports to third parties on timely basis with high accuracy:

Reporting to the Pension Fund and the Provident Fund

● Prepare and submit various pension/provident fund reports on a monthly basis to ensure the completeness and accuracy in compliance with the required format templates. ● Review and submit staff pension separation forms to the United Nations Joint Staff Pension Fund (UNJSPF). ● Perform timely reconciliation work to ensure Fund payments are processed on time and with high accuracy. ● Perform regular analysis of pension and provident fund data to ensure the accuracy of eligibility information maintained in the system. ● Coordinate with internal/external clients (e.g. UNDP GPS unit, etc.) to resolve issues and enquiries, escalate all issues or complaints in a timely manner. ● Implementation of the effective internal control framework for reporting purpose.

Reporting on Staff and ICA Insurances ● Prepare and submit staff and ICA insurance reports on a timely basis to ensure the completeness and accuracy in compliance with UN/UNOPS insurance policies. ● Perform reconciliation work timely to ensure Insurance payments and payroll deductions are processed on time with high accuracy. ● Build up effective internal control and perform regular review of insurance data to ensure accuracy of personnel eligibility information maintained in the system. ● Coordinate with internal/external clients (e.g. Cigna) to resolve issues and enquiries, escalate all issues or complaints in a timely manner.

Reporting Taxable Earnings to UN Income Tax Unit ● Prepare and submit staff taxable earnings reports on timely basis to ensure the completeness and accuracy in compliance with UN/UNOPS taxation policies. ● Perform reconciliation work timely to ensure taxable earnings matched with payroll records. ● Build up effective internal control and perform regular review of HR tax data to ensure accuracy of personnel eligibility information maintained in the system. ● Coordinate with UN income tax unit to resolve issues and enquiries, escalate all issues or complaints in a timely manner.

  1. Supervising absence Inquiry operation: ● Provide day-to-day supervision of the absence work. ● Review absence operational issues, identify issue categories and submit the cases to relevant units for further investigation. ● Coordinate with ICT/PPG (People and Performance Group) and HR team to resolve absence-related enquiries and technical issues raised by UNOPS personnel and other units, escalate all issues or complaints in a timely manner. ● Coordinate with system support and PPG to raise specific requests in support of policy and technical improvements. ● Act as an intranet page owner for leave entitlements page, perform regular review and update the information as necessary.

  2. Aid in internal and external audits and preparation of ad-hoc reports when required focusing on achievement of the following results: ● Prepare all reports requested by internal and external auditors with a high level of accuracy. ● Prepare ad-hoc reports when required by projects and other stakeholders effectively.

  3. Standard Operating Procedure Setup and System Updates ● Assist in setting up and updating standard operating procedures for pension and insurance reporting unit. ● Perform testing for the accuracy of the implementation and/ or system enhancement. ● Perform other tasks assigned by the management on a timely basis.

  4. Knowledge Building and Knowledge Sharing ● Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on HR/Payroll-related topics. ● Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in HR/Payroll. ● Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results: The effective and successful achievement of results by the Administration Senior Assistant directly impacts on the compliant execution of HR/Payroll processes in the respective units and the efficient and effective performance within it. These promote the credibility of the organization as an effective service provider in project services and management.

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 education is required. - A first-level university degree (e.g. Bachelor) or an advanced university degree (e..g Masters) degree may substitute some of the required years of work experience. - A first-level University Degree in Human Resources, Management, Business Administration, Public Administration, or equivalent disciplines is desirable. - Knowledge of UN policies, procedures and practices is highly desirable.

Experience: - With a high school diploma, a minimum of six years of relevant experience in an international and/or national organization in providing HR/payroll advisory and/or administration services is required. - Some experience in UN system organizations is desirable. - Proficiency in computers and office software packages (e.g. MS Office and Google Suite) and experience in handling web-based management systems is desirable. - Experience in use of HR information systems, Enterprise systems including OneUNOPS is desirable.

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

Contract type, level and duration

Contract type: ICA Contract level: Local ICA Support, LICA-6 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.
  • The position is based in Bangkok, which is the family duty station.
  • 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.

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