Administration Senior Assistant

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UNOPS - United Nations Office for Project Services

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Application deadline 3 years ago: Monday 14 Sep 2020 at 23:59 UTC

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Contract

This is a LICA-5 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 5 years of experience, depending on education. More about LICA-5 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 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 Senior Assistant 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. She/he 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: - Reporting to the Pension Fund and the Provident Fund - Reporting on Staff and ICA Insurance - Absence Inquiry Work Coordination - Standard Operating Procedure Setup and System Updates - Knowledge Building and Knowledge Sharing

  1. 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

  1. Reporting on Staff and ICA Insurance

- Prepare and submit staff and ICA insurance reports on 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.

  1. Absence Inquiry Work Coordination

- Assist in reviewing absence operational issues, identify issue categories and submit the cases to relevant units for further investigation. - Coordinate with ICT/PCG and HR team to resolve absence-related enquiries and technical issues raised by UNOPS personnel and other units, escalating all issues or complaints in a timely manner - Set up and maintain reference files/records - Maintain and certify administrative data and records for time and attendance in the ERP system. - Coordinate with system support and PCG to raise specific requests in support of policy and technical improvements

  1. 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 timely basis

  1. 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.

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 BA or MA degree may substitute required years of work experience.
  • First University Degree in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable.
  • Knowledge of UN policies, procedures and practices highly desirable

Experience: - With a high school diploma, minimum of five 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 of 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: Local Individual Contractor Agreement Contract level: LICA-5 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 3 years ago - Updated 2 years ago - Source: jobs.unops.org