Job: Administrative Assistant (Multiple positions)

Location: Bangkok
Closing Date: Wednesday, 05 February 2014

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel.

By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.

UNOPS is committed to achieving a truly diverse workforce.

Functional Responsibilities

Operational task:

• Registration of vendor profiles in ERP System PeopleSoft (ATLAS) based on clearly established guidelines and maintain records of vendor registered and filing system.
• Drafting of project communications, checking documents for accuracy and compliance with UNOPS regulations, rules, and procedures.
• Preparation of Request for Contract Award for local and International personnel.
• Responsible for processing contracts in UNOPS Contracting System.
• Creation of Purchase Orders and initiate payments in ERP System PeopleSoft (ATLAS).
• Preparation of monthly payroll.
• Maintain accurate records (hardcopy and online) of all project document for easy reference and retrieval, document management, including file closures, archiving.
• Alert Team Lead on the issues to be followed up and resolved by the client.
• Interact with colleagues and clients to exchange information on administrative issues and seek co-operation.
• Resolution of routine administrative and process problems and refer complex issues to supervisor with recommendations for course of action.
• Perform backstopping functions during the absence of Team Leader.
• Perform other tasks as required.

Administrative and financial task:

• Preparation of vouchers and review of supporting documents to ensure completeness, accuracy and correctness of accounts codes charges; entry of transactions in the computerized accounting and finance system.
• Assistance in the management of all aspects of Individual Contractor Agreement (ICA) Pay-System implementation, monitoring the progress, ensuring the accuracy and timely of the salary payment. Conducting a quality check of tasks completed by support team.
• Communication with UNOPS/UNDP Country Offices on financial support services, including pay-cycle processing and disbursement of funds.
• Communication with colleagues/clients on areas requiring verification, corrections, additional information, etc. to improve quality of output and/or account submission and increase knowledge base in the process.
• Alert supervisor on the issues to be followed up and resolved by the client.
• Resolution of routine administrative and process problems and refer complex issues to supervisor with recommendations for course of action.
• Maintain accurate records (hardcopy and online) of all project document for easy reference and retrieval.
• Perform other related duties as required.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Competencies

• Strong oral and verbalcommunication skills
• Ability to work in amulticultural team and under pressure
• Strong Planning and Organizing
• Tact and discretion
• Strong attention todetails
• Client Orientation
• Pro-active and takesinitiative

Education/Experience/Language requirements

• Secondary education is required. Additional training in administrative and business practices an asset. BA degree desirable but not required.
• 2 to 4 years experience in similar job in the field of operations, business administration, HR, Finance or other related field. Knowledge of UN policies and procedures, especially with regard to procurement of services or recruitment of personnel desirable.
• Good computer skills, including MS Office 2003 and/or newer versions. Knowledge of ERP System PeopleSoft (ATLAS) systems - able to enter vendors and purchase orders.
• Fluency in written and oral English required. Knowledge of second UN working language desirable.

Contract type, level and durationContract type: LICA Contract level: LICA-2 Contract duration: Initial period of one year, renewable upon satisfactory performance. For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx (Range of monthly fee for LICA-2 THB 37,189 - THB 57,179) Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• 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 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.

More Info and Application