Under the guidance and supervision of the HR Senior Officer - Personnel 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 approach, 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.
Functional Responsibilities:
Summary of Key Functions:
Administration of ICA contracts, benefits and entitlements
Implementation of HR strategies and procedures
Knowledge building and sharing
Administration of ICA contracts, benefits and entitlements, as follows:
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 oneUNOPS based on clear instructions.
Processing contractual changes in oneUNOPS or related utilities (e.g. oneSUP) based on clear instructions.
Performance of SEA Clear Checks based on ICA Award information.
Registration and maintenance of Supplier Profiles for personnel in oneUNOPS based on clearly established guidelines and according to banking detail documents/forms.
Processing of Certification of Payments (COPs) for retainer and lump sum ICAs based on clear instructions.
Enrollment of personnel and/or dependants in medical insurances based on clear instructions.
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.
Performance of oneUNOPS Resource-level 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 oneUNOPS contract and payroll data.
Resolution of routine administrative and process problems and reference of complex issues to either System Support or supervisor, as appropriate.
Maintenance of available project and personnel documents within the oneUNOPS document manager.
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.
Supports knowledge building and knowledge sharing, focusing on achievement of the following results:
Participation in HR trainings for the operations / projects personnel.
Contributions to knowledge networks and communities of practice.
Experience:
3 years of relevant administrative experience. Experience in the usage of computers and office software packages (G Suite, Acrobat) and experience in handling of web-based management systems is desirable.
Language Requirements:
Fluency in written and oral English. Knowledge of a second UN working language is desirable.
