HR Assistant

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.

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.

Under the guidance and supervision of the HR Senior Officer - Personnel Administration, the HR Assistant – ICA Admin 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 HR Assistant - ICA Admin promotes a client-oriented approach, consistent with rules and regulations approach in the unit.

The HR Assistant – ICA Admin 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:

• Supports effective administration of ICA contracts, benefits and entitlements
• Supports implementation of HR strategies and procedures
• Supports knowledge building and sharing

• Assistance in the management of Individual Contractor Agreement (ICA) contract administration implementation, supporting accurate and timely ICA issuance by UNOPS to its offices and that of its Partners.
• Processing and releasing contracts in the UNOPS ERP based on clear instructions.
• Processing contractual changes in the UNOPS ERP or related utilities (e.g. oneSUP) based on clear instructions.
• Referring to policy when instructions appear to be incomplete or non-compliant.
• Replying to counterparts requests clearly and punctually, offering status updates, as necessary.
• Providing technical guidance to counterparts for accurate administration of ICA-related issues within the ERP, escalating to System Support, as necessary.
• Performance of SEA Clear Checks based on ICA Award information and maintenance of related data for reporting purposes.
• Tracking of all internal transactions (for subsequent reporting initiatives from Management).
• Registration and maintenance of Supplier Profiles for personnel in the UNOPS ERP based on clearly established guidelines and according to banking detail documents/forms.
• Processing payment distribution requests for ICA holders
• Processing of Certification of Payments (COPs) for retainer and lump sum ICAs based on clear instructions.
• Processing of the UNOPS Clearance Form and leave encashment requests upon ICA separations.
• Verification of salary advance requests and subsequent coordination with Payroll to ensure timely processing.
• Processing ERP system access extensions for ICAs, as necessary, according to documentation transmissions.
• Enrollment of personnel and/or dependants in medical insurances based on clear instructions.
• Communicating with the insurance provider to update ICA information and facilitate the processing of claims
• Communication with colleagues on areas requiring verification, corrections, additional information, etc. to improve data and procedural quality.
• Coordinating with BSSC Payroll and BSSC Remittance to resolve payment issues
• Performance of UNOPS ERP HR data clean up exercises (e.g. supervisor changes and ‘works at’ cost centre), as necessary, and based on clear instructions.
• Preparation of non-HQ UNC application packages for internal certification and subsequent posting to UNOG. Further facilitation of accurate and timely document dispatch upon receipt of newly created UNC from UNOG.
• Preparation of employment certificates and tax attestations upon request and in accordance with the ERP’s contract and payroll data.
• Resolution of routine administrative and procedural problems; escalation of complex issues to either System Support or supervisor, as appropriate.
• Maintenance of available project and personnel documents within the UNOPS ERP document manager.
• Participation in ad hoc data verification, data collection, and data improvement campaigns.

• Completion of secondary school or equivalent is required.
• A Bachelor's Degree or Master's Degree may substitute some of the required years of work experience, but is not a requirement.

Contract type: Local Individual Contractor Agreement (LICA)
Contract level: LICA-4
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

• This position is stationed in Bangkok, Thailand, which is a family duty station.

Terms and Conditions 

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

• For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete)  in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.