Administration Senior Associate (Internal UNOPS Candidates Only)
Bangkok
- Organization: UNOPS - United Nations Office for Project Services
- Location: Bangkok
- Grade: Administrative support - LICA-7, Local Individual Contractors Agreement
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Occupational Groups:
- Operations and Administrations
- Administrative support
- Project and Programme Management
- Closing Date: 2025-03-12
Functional Responsibilities
Summary of Key Functions:
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Lead the preparation and review of payroll third-party reports, ensuring accuracy and timely submission.
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Supervise the Payroll Reporting and Absence team to maintain smooth and efficient operations.
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Review and approve Staff Separation Clearance in line with policies and procedures.
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Verify and approve the Final Pay Entitlement Audit for separated staff.
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Support the preparation of ad-hoc reports, assist with internal and external audits, and ensure SOPs and system parameter configurations are kept up to date.
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Promote knowledge sharing and continuous improvement to enhance team expertise and efficiency.
Reporting to the Pension Fund and the Provident Fund:
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Oversee the preparation and submission of monthly pension and provident fund reports, ensuring accuracy and compliance with required formats.
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Ensure timely and accurate submission of staff pension separation forms and year-end reports to the United Nations Joint Staff Pension Fund.
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Perform regular reconciliations and analysis of fund data to ensure payments are processed on time and eligibility information is accurate.
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Coordinate with internal and external stakeholders to address and resolve issues promptly.
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Implement and maintain internal controls for reporting accuracy and compliance.
Reporting on Staff and ICA Insurances:
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Oversee the preparation and timely submission of staff and ICA insurance reports, ensuring accuracy and compliance with UN/UNOPS insurance policies.
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Ensure timely reconciliation of insurance payments and payroll deductions, maintaining high accuracy.
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Develop and maintain internal controls, regularly reviewing insurance data to ensure the accuracy of personnel eligibility information.
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Coordinate with internal and external clients to address and resolve insurance-related issues or inquiries promptly.
Reporting Taxable Earnings to UN Income Tax Unit:
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Oversee the preparation and timely submission of taxable earnings reports, ensuring compliance with UN/UNOPS taxation policies.
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Ensure accurate reconciliation of taxable earnings with payroll records.
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Develop and maintain effective internal controls, reviewing HR tax data to ensure accuracy of personnel eligibility information.
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Coordinate with the UN Income Tax Unit to resolve issues and address inquiries promptly.
2. Supervise the Payroll Reporting and Absence team to ensure smooth and efficient operations
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Lead and oversee the Payroll Reporting and Absence team, ensuring alignment with UNOPS policies and goals.
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Address and escalate absence-related issues, coordinating with relevant departments to resolve inquiries and improve processes.
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Collaborate with Information Technology Group, People and Culture Group, and HR to support absence-related systems and policy improvements.
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Manage the intranet page for leave entitlements, ensuring it is regularly updated with accurate information.
3. Review and approve Staff Separation Clearance in line with policies and procedures.
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Lead the validation of staff separation documentation, ensuring compliance with UNOPS policies and accuracy of all related financial records.
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Work cross-functionally with HR and Payroll teams,oversee the resolution of any discrepancies in payroll and benefit related to the separating staff members.
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Approve the Memo 2 clearance form, upon the complete resolution of all discrepancies and the verification that the financial documentation is entirely in order. Serve as a reviewer of the Memo 2 clearance process when needed.
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Ensure that separation records are organized and readily available for future audits or reference, supporting organizational transparency and compliance with internal and external audit processes.
4. Verify and approve the Final Pay Entitlement Audit for separated staff.
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Oversee the verification of final pay calculations, ensuring all financial obligations, allowances, and deductions are correctly accounted for.
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Coordinate with HR and Payroll units to resolve any discrepancies, ensuring smooth processing and timely disbursement of final pay.
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Grant final approval of the Final Pay Audit after confirming all financial obligations have been met and entitlements are fully reflected.
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Maintain organized and accurate records of final pay audits for future reference and audits, ensuring compliance with internal and external standards.
5. Support the preparation of ad-hoc reports, assist with internal and external audits, and ensure SOPs and system parameter configurations are kept up to date.
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Lead the preparation of ad-hoc reports for both internal and external audits, ensuring accuracy and compliance with requirements.
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Collaborate with management and stakeholders to generate reports as needed for various projects and initiatives.
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Oversee the development and updating of Standard Operating Procedures (SOPs) for relevant reporting processes, ensuring alignment with current practices.
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Ensure accuracy in system enhancements or changes, performing testing and validation as needed.
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Support management with any additional tasks, ensuring timely and effective completion.
6. Knowledge building and knowledge sharing
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Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on HR/Payroll-related topics.
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Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in HR/Payroll.
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Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
Impact of Results:
The effective and successul acheivement of results by the Administration Senior Associate directly impacts on the compliant execution of HR/Payroll processed in the respective units and the efficient and effective performance within it. These promote the credibility of the organization as an effective service provider in project services and management.
Education/Experience/Language requirements
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Completion of secondary education is required.
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A first-level university degree (e.g. Bachelor’s Degree) or an advanced university degree (e.g. Master’s Degree) in Human Resources Management, Business Administration, Public Administration, or equivalent disciplines is desirable and may substitute some of the required years of work experience.
Experience:
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With a high school diploma, a minimum of seven (7) years of relevant experience in providing HR/payroll advisory and/or administration services in an international and/or national organization is required.
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Some experience in UN system organizations is desirable.
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Proficiency in computers and office software packages (e.g. MS Office and Google Suite) is desirable.
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Experience in handling web-based management systems is desirable.
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Experience in the use of HR information systems and Enterprise systems including OneUNOPS ERP is desirable.
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Knowledge of UN policies, procedures, and practices is highly desirable.
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Fluency in written and oral English required.
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Knowledge of the second UN working language is desirable.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.