Support Services Associate

Peace and Security Centre

The UNOPS Peace and Security Centre (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Centre is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.
It is headed by the Centre Director who has the overall authority and accountability for the performance of the Peace and Security Centre on behalf of its clients

Under the direct supervision of the Support Services Officer, the Support Services Associate ensures execution of transparent and efficient support services including; Administration, Travel, HR and Finance. The functional responsibilities include:

Human Resources

• Assist in the provision of a wide-range of HR services related to leave, absence monitoring, monthly payroll and non-payroll processing, Identity Card processing, Letters of Introduction, induction and separation processing, among others
• Support in recruitment processes in accordance with UNOPS rules and regulations including preparation of Vacancy Announcements, interviews as and when needed
• Prepare and disseminate updated staff list weekly and when needed
• Monitor personnel absence, facilitate personnel ID issuance and/or renewal
• Organize induction and orientation programmes for the newly recruited personnel
• Initiate personnel separation in line with UNOPS policies
• Assist in timely Payroll of the personnel
• Ensure timely receipt of signed contracts and other personnel documents for HR records
• Initiate contract requests in OneUNOPS
• Ensure HR database and Personnel Leave Planner is always up-to-date
• Maintain and update HR personnel files

Travel

• Assist in preparation of Quarterly Travel Plans
• Prepare and/or review Travel Authorizations (TAs) and ensure that travel claims are fully documented
• Assist in all domestic and international bookings including checking Travel Authorizations and Travel Expense Claims, travel registration, processing travel entitlements, assistance with Visa requirements, flight bookings and Movement of Personal Form (MoP).
• Register each activity on the Travel Register in accordance with Standard Operating Procedures (SOP)
• Process requests for visas and liaise with travel agent and/or national mission to ensure timely processing of visas
• Keep the visa tracker up-to-date and take action on visa extension/renews as and when needed
• Keep an up-to-date travel directory of all travels undertaken

Finance

• Assist in planning, expenditure tracking and audit of financial resources, in accordance with UNOPS rules and regulations
• Assist in organization and oversight of the cash management processes, including timely accounting and reconciliation of all transactions and security of cash assets
• Assist in review of documentation for Operational Advance and Petty Cash request and closing with reconciliation.
• Process Travel Expense Claims (TECs) and other travel entitlements such Daily Subsistence Allowance (DSA), Terminal Expenses etc. for staff, consultants, meeting participants and other official travelers

Administration

• Assist in the organization of meetings, conferences and visits
• Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate; 
• Provide advice on support services entitlements and regulations in accordance with UNOPS
• Assist in facility management; regular maintenance of accommodation facilities for staff in Baghdad
• Keep track of staff accommodation status; deduction of monthly accommodation cost-sharing fee
• Perform other Support Service related tasks assigned by the SSO.

Education

• First level university degree (Bachelor or equivalent) in Business Administration, Finance, Human Resources, Public Administration or related field with a minimum of two (2) years of relevant experience OR

• Secondary school (High School or equivalent) with a minimum of six (6) years of relevant experience is required.

• Master degree is desired.

• Relevant experience is defined as experience in Administration, Finance, Human Resources, Travel Management or any other related field 

• Computer literacy and skills (MS Word, Excel, and Power Point etc.) is required

• Prior experience with the UN system or an international NGO is desired

• Fluency in English (speaking, reading and writing) is required

• Fluency in Arabic (speaking, reading and writing) is required

• Knowledge of another UN official language is desired.

• This is a local position, therefore only nationals of duty station (Iraq) or applicants with a valid residence permit will be considered.
• 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.

 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.