Support Services Associate

Summary of Key Functions:

Under the direct supervision of the Head of Support Services, the Support Services Associate ensures execution of transparent and efficient support services including; Administration, HR, logistics, and Finance. The functional responsibilities include: 

1. Support to human resources

2. Support to administration and logistics

3. Support finance procedures 

4. Knowledge Building and Knowledge Sharing

1. Support human resources processes 

• Provide guidance on HR related systems and processes including but not limited to Recruitment, Contracts, Position Management, Performance Management, Benefits and Entitlements consistent with UNOPS rules and procedures.

• Provide advice and guidance to personnel on administrative procedures, processes and practices.

• Assist in recruitment processes ensuring best practices are used for effective and efficient talent acquisition in line with UNOPS policy.  

• Inform and advise UNOPS personnel, consultants, partners and project personnel on their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.

• Liaise with UNOPS’ HR related groups such as SSC on personnel administration matters and submit transactional HR service data (normally within the ERP system).

• Establish and maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines. Follow up on team work processes to ensure clearance, approvals and timely workflows 

• Answer questions and follow-up with personnel and management to ensure completion of absences requests, performance management cycle, and other HR processes etc. in electronic information systems. 

• Set up and maintain reference files/records. 

• Follow up or process payroll verification.

• Monitor status of HR actions to facilitate timely action by supervisor and line management, including on transactions initiated, expiring appointments/contracts, and pending separation actions.

2.Support administration and logistics

• In collaboration with the Protocol Unit:

  • Process and facilitate residency and work permits, as well as driver licenses, and UN IDs, duty-free for eligible personnel.

  • Advice travelers on visa requirements. Support prepare and raise required documentation to the relevant authority to obtain entry/exit visas and travel permits for UNOPS personnel and visitors.

  • Advice and coordinate cancellation of visas according to the defined procedures

• Establish and maintain a monitoring tool for protocol-related issues. Update the status of each case; and report to the supervisor on a regular basis.

• Coordinate general admin and ICT services required by teams and personnel with the relevant Focal Points.

• Update and coordinate office management support including tracking of personnel.

• Provide support and guidance on organizational support services procedures and precedents to provide guidance for cases and situations.

• Maintain common services tracking and reporting, and flag issues with the supervisor

• Assist in the organization of meetings, conferences and visits 

• Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate; 

• Provide advice on support services entitlements and regulations in accordance with UNOPS – Assist in facility and office lease management; Support in fair cost recovery practices of common expenses – Custodian for all common assets and inventory items; ensure all movements of assets are tracked and reported. 

• Provide logistical support to visiting missions and personnel. 

• Manage liaison and coordination with local authorities on privileges and immunities for UNOPS personnel, office space and other administrative matters.

• Process in oneUNOPS requisitions, request for payment, office supplies and other administrative service activities.

3. Support finance procedures 

• Assist in planning, expenditure tracking and audit of financial resources, in accordance with UNOPS rules and regulations 

• Assist in organization and oversight of the cash management processes, including timely accounting and reconciliation of all transactions and security of cash assets 

• Assist in review of documentation for Operational Advance and Petty Cash request and closing with reconciliation. 

• Process Travel Expense Claims (TECs) and other travel entitlements such Daily Subsistence Allowance (DSA), Terminal Expenses etc. for staff, consultants, meeting participants and other official travelers 

• Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on HR-related topics. 

• Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices. 

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively. 

• Liaise with relevant HQ and UN system units to exchange information and follow up on pending issues. 

The effective and successful achievement of results by the Support Service Associate directly impacts the overall efficiency of the administrative services, impacting the capacity to efficiently and effectively support operations. Timely and accountable delivery of services ensures client satisfaction and promotes the image and credibility of the Shared Services as an effective service provider. 

a. Education

• Completion of secondary school is required. 

• First University Degree preferably in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

• A Bachelor’s Degree may substitute for 4 years of relevant experience and a Masters Degree may substitute for 6 years of relevant experience. 

• In the absence of a degree, administrative certification is an asset.