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Operations Assistant

Bangkok

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Bangkok
  • Grade: Administrative support - LICA-3, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date: Closed

Background Information - UNOPS

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. 

Background Information - GSSC

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.  

Background Information - Job-specific

Under the guidance and direct supervision of the Transactional Functions Team Leader and the overall supervision of the GSSC Manager; the Operations Assistant provides a range of administrative and financial services to corporate, portfolio and client managers and associates. The incumbent’s main role is to assist in calculating and raise requests for payments for travel/daily subsistance allowance payments. 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 policies.

Functional Responsibilities

1.Provides administrative and financial support, focusing on achievement of the following results:

•           Prepare and calculate DSA according to UNOPS Policies and procedure, based on actual Travel Itinerary and information provided on DSA Form.

•           Assistance in the administration and monitoring of all financial, policy and routine administration aspects of service delivery;

•           Creation and update of DSA Calculation templates.

•           Checking documents for accuracy and compliance with UNOPS DSA policy.

•           Maintenance of accurate records (hardcopy and online) of all DSA calculations for easy reference and retrieval; efficient document management including short periodic reports on service delivery.

•           Continuous interaction with colleagues to exchange information on administrative issues and seek co-operation. Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.

•           Perform other related duties as required.

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

•           Full compliance of operations with UNOPS rules, regulations, policies and strategies.

•           Inputs to the content of internal Standard Operating Procedures (SOPs) in operations, in consultation with the direct supervisor and office management.

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

•           Prepare and provide of accurate data and information to facilitate timely payment of DSA, and to institutionalize and disseminate knowledge on DSA processes.

•           Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.
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.

Functional competencies

Development and Operational Effectiveness
  • Ability to perform standard administrative activities related to UNOPS project operations
  • Knowledge of UN/UNDP/UNOPS Travel rules and procedures
  • Strong IT skills; knowledge of ATLAS
Knowledge Management and Learning
  • Shares knowledge and experience
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired 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
  • Solicits feedback from staff about the impact of his/her own behavior

Education/Experience/Language requirements

Education: Secondary education is required. A Bachelor Degree preferably in Business Administration or other related field will be an advantage.

Experience: Minimum 3 years of experience in HR/Admin/Finance field and/or experience in support service is required.

Knowledge of UNOPS/UNDP/UN regulation, rules, policies, procedure and practices is desirable.

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

Contract type, level and duration


Contract type:  Local Individual Contractor Agreement
Contract level: LICA 3
Contract duration: 1 year, renewable subject to satisfactory performance and funding availability


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.
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • 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.

This vacancy is now closed.
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