Administration Assistant

UNOPS , Bankok, Thailand

Skill Required:, Project/ Programme Management
Preferred Experience: 
3 Years
Closing Date for Applications: 
13th September, 2020

Job Description

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.


With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - BSSC

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.

Background Information - Job-specific

Under the guidance and supervision of the Team Lead, ICA 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 and 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

  •  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 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

  •  Participation in HR trainings for the operations / projects personnel.
  •  Contributions to knowledge networks and communities of practice.


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