Operations Assistant, Multiple positions

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.

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.  

Under the guidance and direct supervision of the Finance and Accounting Service Unit’s Team Lead and the overall supervision of the Finance and Accounting Service Unit’s 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/DSA 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 travel policies.

Monitoring and Progress Controls

DSA Tasks

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

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

Complete the annual self-appraisal/Performance Evaluation Report (PER)

Final Product

DSA Calculation

• DSA payments are correctly calculated and paid to travelers prior to traveler’s departure
• Supporting documentation are correctly logged/stored for document retention purposes
• No back-log by end of contract period 
  
  

The Operations Assistant should possess the ability to work under pressure. S/he should further be able to plan and organize work in an efficient manner, be able to communicate well to clients and peers, as well as engage well within the team. S/he must demonstrate a high degree of professionalism and have capacity for problem solving and be computer literate.

a. Education

• Secondary education. Certification in administration desirable.
• University Degree in Business, Public Administration or Finance would be desirable.

b. Work Experience

• 3 years of relevant experience in administration or programme support service. 
• Experience in the usage of computers and office software packages (GSuite). 
• Experience in handling of web-based management systems.
• Previous working experience with ERP Agresso would be highly desired
• Good communication skills
• Strong client focus
• Team player
• Strong planning and organizing skills

 C. Language requirement

• Fluency in written and spoken English.
• Fluency in any other UN languages would be an advantage.

Contract type: Local Individual Contractor Agreement 
Contract level: LICA 3
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

• 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
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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.