Administrative Assistant (Multiple Positions), Multiple positions

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

The UNOPS Global Shared Service Centre (GSSC) is a Corporate Support Group (CSG) 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 GSSC, among other functions, carries out high-quality transactional services within the area of personnel contract administration and payroll.  

Under the guidance and supervision of the UNJSPF Coordinator, the Administrative Assistant provides support within office and HR services, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The work area is within general administration and HR data management within Payroll unit.  

The Administrative Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit. He/She works in close collaboration with operations personnel in the field offices and with UNOPS HQ personnel to exchange information and ensure consistent service delivery.

Summary of Key Functions:

• Implementation of operational strategies and procedures
• Administrative support, System maintenance and reporting
• Knowledge building and sharing

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

• Full compliance of insurance and absence processes and records with UNOPS rules, regulations, policies and strategies.

2.  Provides administrative support, system maintenance and reporting, focusing on achievement of the following results:

• Assistance in entering and extracting data from various automated UNOPS systems, such as insurance, absence records, etc.  Checking accuracy of data with hard copy records and files if any.
• Requests for services completed efficiently and punctually, in accordance with procedures and with a client-oriented focus
• Extracting, inputting, copying and filing data from various sources. Tracking and monitoring of the status of actions
• Preparation of routine correspondence in accordance with standard operating procedures
• Assistance in reviewing system operational problems and data discrepancies and raising a issue to the attention of supervisor
• Maintenance of relevant records and files, e.g. insurance, pension form, absence information.
• Assistance to the team during peak workload or back-up as necessary, to ensure completion of work objectives, including administrative support
• Performing other tasks as required

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

• Participation in the trainings for the operations/ projects staff on administration
• Contributions to knowledge networks and communities of practice.

Knowledge Management and Learning

·         Shares knowledge and experience

·         Provides helpful feedback and advice to others in the office

·         Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

·         Ability to perform a variety of standard tasks and duties related to HR, screening, collecting and preparation of documentation, data input, transactions tracking, filing, provision of information

·         Ability to review data, identify and adjust discrepancies

·         Knowledge of UNOPS HR rules and procedures

·         Strong IT skills

Leadership and Self-Management

·         Ability to adhere to work assignments and meet designated deadlines.

·         Focuses on result for the client and responds positively to feedback

·         Consistently approaches work with energy and a positive, constructive attitude

·         Remains calm, in control and good humored even under pressure

·         Responds positively to critical feedback and different point of view