Administration Assistant

United Nations Office for Project Services

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Description

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The UNOPS Bangkok Shared Service Centre (BSSC) is a Shared Services Centre (SSC) unit established for the purpose of providing internal, global, cost-effective transactional services which enhance the operational capacity of UNOPS and standardize systems and procedures. The BSSC, among other functions, carries out high-quality transactional services within the area of personnel contract administration and payroll.
For young professionals, a job within UNOPS BSSC offers the opportunity to enter the United Nations system via crucial back office service delivery in an engaging and development-focused work environment as part of a dynamic and effective UN entity. BSSC jobs offer a platform of learning and exposure to UNOPS’ operations and the greater UN system.
Functional Responsibilities:
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 ensure policy compliance of travel expenses by reviewing and approving travel requests in the Travel Authorization and DSA Automation (TADA) tool. The Administration Assistant also supports the provision of financial services within the support services function, ensures high quality, accuracy and consistency of work, and promotes a client-oriented approach consistent with UNOPS rules and regulations.
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.
Summary of Key Functions:
  • Implementation of operational strategies and procedures
  • Accounting and administrative support for personnel on official duty travel
  • Knowledge building and sharing
Ensures implementation of operational strategies and procedures, focusing on the achievement of the following results:
  • Supporting full compliance of financial processes and financial records with UNOPS rules, regulations, policies and strategies.
  • Assistance with input to the content of internal Standard Operating Procedures (SOPs) from an operational perspective, in consultation with the direct supervisor and office management.
Provides accounting and administrative support for personnel on official duty travel by reviewing and approving non-standard travel requests within the Travel Authorization and DSA Automation (TADA) tool according to the following duties:
  • Checking information of DSA requests submitted via the Travel Authorization and DSA Automation (TADA) tool.
  • Reviewing of DSA documents for accuracy.
  • Providing guidance and support to personnel on travel requests, procedures and regulations
  • Answering queries and solving routine administrative and issues; escalating non-routine queries and issues to supervisor.
  • Supporting maintenance and easy-retrieval of the team’s operational records and periodic reports on service delivery, ensuring both accuracy and safekeeping of confidential materials.
  • Monitoring changes of trips and tracing if any travel adjustments occur. Communicating with the responsible persons to correctly recover the overpaid funds in due time. Keeping records of the evidence for reference and tracking.
  • Assisting in the creation and updates of the calculation or communication templates as necessary
  • Performing other travel expense-related tasks as required and specified by either the direct supervisor or the team lead.
  • 3. Ensures facilitation of knowledge building and knowledge sharing, focusing on the achievement of the following results:
  • Participation in finance-focused and travel-related training.
  • Contributions to knowledge networks and communities of practice.
Education/Experience/Language requirements:
Education:
  • Completion of secondary school or equivalent is required. 
  • A Bachelor’s Degree or Master’s Degree, preferably in Business Administration, Public Administration, Finance, and/or related fields is desirable and may substitute some required years of work experience.
  • Specialized training in finance is desirable.
Experience: 
  • A minimum of 4 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), spreadsheets (e.g. Google Sheets, Excel) and web-based management systems is desirable.
  • Experience in UN system organizations is desirable.
Language Requirements:
  • Fluency in written and oral English is required.
  • Knowledge of a second UN working language is desirable.

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