By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Administration Senior Assistant (Internal UNOPS Candidates Only)

Bangkok

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Bangkok
  • Grade: Administrative support - LICA-5, Local Individual Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Project and Programme Management
  • Closing Date: 2025-02-24

Job categories Finance, Human Resources
Vacancy code VA/2025/B0049/29733
Department/office MP, SSC, BSSC, Bangkok Shr Serv Centre
Duty station Bangkok, Thailand
Contract type Local ICA Support
Contract level LICA-5
Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.
Application period 17-Feb-2025 to 24-Feb-2025
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Summary of Key Functions:

  • Support HR Absence Management.

  • Assist in insurance, provident fund, pension records verification, and report submissions.

  • Conduct Preliminary Reviews of Staff Separation Clearance and Final Pay Audit.

  • Assist in Payroll Service and Payroll Accounting tasks.

  • Support in payroll operations, facilitate the knowledge building and knowledge sharing.



1. Support HR Absence Management
  • Handle and monitor absence-related inquiries, providing timely and accurate responses to personnel regarding leave entitlements, policies, and application procedures. 
  • Ensure the accuracy of absence records maintained in the system and support the processing of Overtime and Compensatory Time Off (CTO) requests in compliance with UNOPS guidelines.
  • Collaborate with HR, System Support, and Policy teams to address absence-related questions or technical issues.
  • Assist in preparing ad-hoc reports on absence data as needed.

2. Assist in insurance, provident fund, pension records verification and report submission

  • Assist in verifying insurance, provident fund, and pension records, ensuring compliance with UN/UNOPS policies and identifying discrepancies for resolution.
  • Compile and validate payroll deduction data from the ERP system to support the preparation of monthly, quarterly, and ad-hoc reports, ensuring accuracy and timely delivery to stakeholders.
  • Collaborate with both internal and external stakeholders to address inquiries, resolve issues, and escalate concerns related to insurance, pension, and payroll reporting.
  • Monitor system-related issues that affect report accuracy, escalate to relevant teams for corrective action, and contribute to process improvements to enhance reporting efficiency.

3. Conduct Preliminary Reviews of Staff Separation Clearance and Final Pay Audit

  • Ensure separation documents are complete, accurate, and compliant with UN policies.
  • Review outstanding payroll balances, including advances, benefits, and deductions, and collaborate with HR, Payroll, and other stakeholders to identify and resolve discrepancies.
  • Verify final pay calculations to ensure all entitlements, allowances, and deductions are correctly accounted for.
  • Submit separation cases for final approval once separation documents and all financial obligations are verified and resolved.
  • Maintain accurate and up-to-date records of staff separations and supporting documentation.
4. Assist in Payroll Service and Payroll Accounting tasks

  • Assist in performing monthly, quarterly, and year-end account reconciliations to ensure accuracy and compliance.
  • Prepare and submit General Ledger and Journal Entries (GLJEs) for proper fund allocation, including FAMPI cost distributions.
  • Provide input on write-off and write-back transactions as needed.
  • Coordinate with the Payroll Accountant to track receivable funds for ICA personnel and staff, ensuring timely payments and postings.
  • Validate annual ASHI premium calculations for UNOPS retirees and maintain accurate records of receivable payments, ensuring smooth fund transfers.
  • Liaise with UNDP on payroll service-related tasks and coordinate with UNHQ to address and resolve staff insurance queries.

5.   Support in payroll operations, facilitate the knowledge building and knowledge sharing
  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.
  • Coordinate with internal and external stakeholders to ensure quality administration of payroll services.
  • Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and dissemination of best practices in HR/Payroll.
  • Carry out administrative duties such as scheduling meetings and appointments.
  • Take meeting minutes.
  • Assist in maintaining and updating payroll standard operating procedures.
  • Perform other administrative support to ensure the efficient operation of the payroll unit.
Impact of Results

The key results have an impact on the overall execution of the UNOPS financial services.  Accurate entry and presentation of financial information and a client-oriented approach enhances UNOPS’ capability to effectively and efficiently manage financial resources.

Education/Experience/Language requirements

Education:

  • Completion of Secondary education is required. 

  • A first-level university degree (e.g. Bachelor’s Degree) or an advanced university degree (e.g. Master’s Degree), preferably in Business Administration, Finance, Accounting, and other related fields, is desirable and may substitute some required work experience.

  • Additional training in administrative and business practices is an asset.


Experience:

  • With a high school diploma, a minimum of five (5) years of experience in a similar job in the field of operations, payroll administration, finance, accounting, or other related fields is required. 

  • Experience in the usage of computers and office software packages (G Suite) and knowledge of spreadsheet and database packages is desirable.

  • Experience in handling web-based management systems is desirable.

Language Requirements:

  • Fluency in written and oral English is required. 

  • Knowledge of the second UN working language is desirable.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.