Under the guidance and direct supervision of the Finance and Administrative Associate and the overall supervision of the Manager and Team Leader of the Finance and Accounting Service Team, the Administration Assistant provides a range of administrative and financial services to corporate, portfolio and client managers and associates. The incumbent’s main role is to assist in calculating and raising requests for payments for Daily Subsistence Allowance (DSA). The incumbent will be working in close collaboration with Finance and Travel policy owners, Travel Focal Points in Regional/Project Centres and with UNOPS HQ staff to exchange information and ensure consistent service delivery in line with the current practices and travel policies.
Functional Responsibilities
Summary of Key Functions
Review and approve non-standard travel requests within the travel authorization and DSA automation tool
Implementation of operational strategies and procedures
Knowledge building and knowledge sharing
Review and approve non-standard travel requests within the travel authorization and DSA automation tool:
Check information of the DSA request submitted through travel authorization and DSA automation tool, supports review of DSA documents for accuracy
Provides guidance and support to personnel on travel request, procedures and regulations
Answers queries and resolves routine administrative issues; escalates non-routine queries and issues to supervisor
Supports maintenance and easy-retrieval of the team’s operational records and periodic reports on service delivery, ensuring both accuracy and safekeeping of confidential materials
Maintenance DSA rates, danger pay rate and other travel related rates into the automation tool periodically
Monitor the changes of the trips and tracing if any travel adjustment occurred. Follow up, communicate and assist in correctly refunding overpaid amounts. Keep record of the evidences for reference and tracking
Assist in creation and updates of the calculation or communication templates
Performs other DSA-related tasks, as required, and as specified by either the direct supervisor or team leader
Supports implementation of operational strategies and procedures, focusing on achievement of the following results:
Supports full compliance of operations with UNOPS rules, regulations, policies and strategies
Assists with input to the content of internal Standard Operating Procedures (SOPs) from an operational perspective, in consultation with the direct supervisor and office management
Ensures facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results:
Participates in trainings for the operations / project personnel on correct procedures for DSA processes
Contributes to knowledge networks and communities of practice
Education/Experience/Language requirements
Education:
Completion of secondary school or equivalent.
Specialized training in administration or finance is desirable.
A BA or MA degree may substitute required years of work experience.
Experience:
A minimum of 3 years of operational experience in finance or administration is required.
Ability to work with computers, particularly office software packages (e.g. G-Suite, MS Office 2003 and/or newer versions), spreadsheets (e.g. Google Sheets, Excel) and web-based management systems.
Some experience in the UN system organizations is desirable.
Language Requirements:
Fluency in written and oral English required.
Knowledge of second UN working language desirable.
