Administration Assistant - Personnel Administration, 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.

Under the guidance and supervision of the Team Lead, ICA Administration, the Administration Assistant – Personnel Administration provides support to HR services in the field office support services function, ensuring high quality of work, accurate, timely and properly recorded/documented service delivery. The ICA administration assistant promotes a client-oriented and consistent with rules and regulations approach in the unit.

The Administration Assistant – Personnel Administration works in close collaboration with the Programme, Project and Support Services colleagues locally and with UNOPS HQ colleagues, to exchange information and ensure consistent service delivery.

Summary of Key Functions:

• Administration of ICA contracts, benefits and entitlements

• Implementation of HR strategies and procedures

• Knowledge building and sharing 

1.  Administration of ICA contracts, benefits and entitlements, as follows:

• Assistance in the management of all aspects of Individual Contractor Agreement (ICA) contract administration implementation, monitoring the progress, ensuring the accuracy and timely of ICA issuance. Conducting a quality check of tasks completed by support team.

• Responsible for processing contracts in oneUNOPS.

• Registration of supplier profiles in oneUNOPS based on clearly established guidelines and maintain records of banking information registered and document system.

• Process Certification of Payments (COPs) for retainer and lump sum ICA.

• Enrollment of medical insurances for personnel and/or dependents, as necessary.

• Communication with colleagues on areas requiring verification, corrections, additional information, etc. to improve quality of output and/or account submission and increase knowledge base in the process.

• Resolution of routine administrative and process problems and refer complex issues to supervisor with recommendations for course of action.

• Maintain accurate records of all project documents for easy reference and retrieval.

• Perform other related duties, as required.

2.  Supports implementation of HR strategies and procedures, focusing on achievement of the following results:

• Full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies

• 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.