Support Services Associate

Background Information – Job-specific

 

We are looking for a Support Services Associate who will be the main focal point providing end-to-end HR services and admin support for assigned portfolio in Bangkok, Thailand.

Under the overall guidance and supervision of the Head of Support Services, s/he performs a range of specialized, technical and general, administrative support services, and transactions for discrete work areas in administration and HR, ensuring efficient, client-oriented and effective service delivery. The Support Services Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

 

Functional Responsibilities

 

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.

 

Education/Experience/Language requirements

 

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.

 

Competencies

 

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

 

Contract type, level and duration

 

Contract type: Local Individual Contractor Agreement
Contract level: Local ICA Support-6 / LICA-6 / ICS-6
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

 

• 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.

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. 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.