HR Assistant

Dutystation: Bangkok, Thailand

Functional responsibilities

Summary of KeyFunctions:

• Supports effective administration of ICA contracts, benefits and entitlements
• Supports implementation of HR strategies and procedures
• Supports knowledge building and sharing

1.Supports effective administration of ICA contracts, benefits andentitlements, as follows:

• 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 the UNOPS ERP based on clear instructions.
• Processing contractual changes in the UNOPS ERP or related utilities (e.g. oneSUP) based on clear instructions.
• Referring to policy when instructions appear to be incomplete or non-compliant.
• Replying to counterparts requests clearly and punctually, offering status updates, as necessary.
• Providing technical guidance to counterparts for accurate administration of ICA-related issues within the ERP, escalating to System Support, as necessary.
• Performance of SEA Clear Checks based on ICA Award information and maintenance of related data for reporting purposes.
• Tracking of all internal transactions (for subsequent reporting initiatives from Management).
• Registration and maintenance of Supplier Profiles for personnel in the UNOPS ERP based on clearly established guidelines and according to banking detail documents/forms.
• Processing payment distribution requests for ICA holders
• Processing of Certification of Payments (COPs) for retainer and lump sum ICAs based on clear instructions.
• Processing of the UNOPS Clearance Form and leave encashment requests upon ICA separations.
• Verification of salary advance requests and subsequent coordination with Payroll to ensure timely processing.
• Processing ERP system access extensions for ICAs, as necessary, according to documentation transmissions.
• Enrollment of personnel and/or dependants in medical insurances based on clear instructions.
• Communicating with the insurance provider to update ICA information and facilitate the processing of claims
• Communication with colleagues on areas requiring verification, corrections, additional information, etc. to improve data and procedural quality.
• Coordinating with BSSC Payroll and BSSC Remittance to resolve payment issues
• Performance of UNOPS ERP HR 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 employment certificates and tax attestations upon request and in accordance with the ERP’s contract and payroll data.
• Resolution of routine administrative and procedural problems; escalation of complex issues to either System Support or supervisor, as appropriate.
• Maintenance of available project and personnel documents within the UNOPS ERP document manager.
• Participation in ad hoc data verification, data collection, and data improvement campaigns.

Education/Experience/Language requirements

Education:

• Completion of secondary school or equivalent is required.
• A Bachelor's Degree or Master's Degree may substitute some of the required years of work experience, but is not a requirement.