Administrative Assistant - UN Web Buy Plus/ BSSC

UN Web Buy

The UN Web Buy team (UNWB) is part of UNOPS Shared Services Centre (SSC), which provides policy advice, operational support, and transactional services to UNOPS offices, and is responsible for the administrative support to HQ and Copenhagen-based personnel.

UN Web Buy (unwebbuyplus.org) is UNOPS e-commerce solution for the humanitarian and development sector. Through UN Web Buy, partners can access UNOPS procurement services for selected commodities based on Long Term Agreements. The platform went through a complete redesign in 2017 and is constantly being updated with new functionality.

The UN Web Buy team is responsible for the UN Web Buy service and for the development and maintenance of the system. The UN Web Buy operations team is based in Copenhagen and Bangkok, from where it provides global procurement services through the UN Web Buy platform.

BSSC

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. For young professionals, a job within UNOPS BSSC offers the opportunity to enter the United Nations system via crucial back office service delivery in an engaging and development-focused work environment as part of a dynamic and effective UN entity. BSSC jobs offer a platform of learning and exposure to UNOPS' operations and the greater UN system.

*This is a local position based in Thailand, therefore either a Thai nationality or a valid work permit for Thailand (not linked to the current employment) is required.

Under the guidance and direct supervision of the UN  Web Buy Team Manager with a secondary reporting line to the BSSC Finance Team Lead, the Administrative Assistant will provide support to the UN Web Buy team assisting the case officers and Catalogue manager in  UN Web Buy related tasks. 
He/she will also  assist BSSC in Finance team in performing UN Web Buy related tasks

UN Web Buy  related tasks

• Monitor payment inbox. Follow up with supplier´s payments and inform case officer / country offices + Provide Proof of Payment to supplier/FF when requested
• Monitor AR file and raise the proforma invoices in oU (oneUNOPS system) for Advance paying clients 
• Process vendor information modifications
• Check completeness of supplier documents submitted  for payment in Web Buy
• Support case officers for supplier  prepayments upon receipt of instructions
• Assist the catalogue manager on specific tasks 
• Assist case officers in refunds
• Assist in claim cases - follow up with Insurance company and check the AR for claim refunds
• Monitor shared mailbox and forward emails to relevant case officers for action
• Assist case officers upon receipt of instructions with amendment of Final UNOPS invoices (split by supplier for waiver purposes) and any other admin tasks performed to support the UN Web Buy team

BSSC tasks

• Send invoices received in the UN Web Buy Plus platform to the client for payment;
• Raise the invoice on the centralized receivable tool for advance and deferred paying client
• Follow up on Client payments and inform case officers for their action  in case of delay
• Create requests for payment (RFP) for UN Web buy vendors
• Make the adjustment or refund request based on the reconciliation report
• Run reports and share them with the supervisor for reconciliation of Insurance (Willis) and payment settlement

Education:

• Secondary education or high school diploma is required. 
• Relevant first university degree (bachelor’s or equivalent) or higher in Accounting, Commerce, Business Administration/ Management or related specialization is preferred and may substitute some of the required years of experience. 
• Relevant certification in financial management or accounting is a distinct advantage.

Experience:

• Minimum of four (4) years of relevant working experience within the areas of finance, accounting,  business administration, or related field in combination with a high school diploma is required.
• Some professional experience within the areas of audit, finance, accounting, business administration, or related fields is desirable.
• Experience in financial analysis and/or reporting is an asset.
• Experience in budget preparation and/or budget validation is an asset.
• Proficiency in data processing using MS Excel/Google Sheets is a critical success factor.

Language:

• Fluency (full working knowledge) in English is required.

*This is a local position based in Thailand, therefore either a Thai nationality or a valid work permit for Thailand (not linked to the current employment) is required.

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 peace and 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 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labour force — a strength that helps us better understand and address our partners’ needs. We continually strive to improve our gender balance through initiatives and policies that encourage the recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.