Support Services Associate

Job Highlight

This role will serve as the primary support services focal point for personnel based in Bangkok. This is a versatile and well-rounded operational role where your day-to-day work will directly impact the efficiency and wellbeing of our team.

About The Project Office

Established in 1996, UNOPS Myanmar is a key partner in the country's humanitarian and development efforts, with a strong, long-standing presence on the ground. UNOPS supports both chronic and sudden-onset needs across Myanmar, offering flexible and responsive solutions. UNOPS manages several major development funds, including the Livelihoods and Food Security Fund, the Access to Health Fund, and the Joint Peace Fund. Through the Asia Regional Health Cluster, UNOPS also serves as the Principal Recipient for the Global Fund to Fight AIDS, Tuberculosis and Malaria, and implements the Regional Artemisinin-Resistance Initiative Towards Elimination of Malaria (RAI3E) programme. UNOPS Myanmar's core strengths lie in fund and programme management, infrastructure, and procurement, delivering tailored, high-impact solutions to support the priorities of government and development partners.

Role Purpose

Under the direct supervision of the Head of Support Services, the Support Services Associate ensures execution of transparent and efficient support services including; Administration, Travel, HR, ICT, and Finance. The functional responsibilities include:

• Support to human resources
• Support to general administrative services including ICT client services
• Support finance procedures
• Knowledge Building and Knowledge Sharing
  
  

Functions / Key Results Expected

Support human resources processes

• As the primary HR Focal Point, provide client-focused and practical end-to-end HR support and advice on all facets of HR including contract management, personnel onboarding, learning and development, talent management, performance management, compensation and benefits, HR systems in accordance with HR best practices and UNOPS HR policies and procedures.
• Manage end-to-end talent acquisition with a focus on the effectiveness and timeliness, in compliance with UNOPS Talent Acquisition policies and procedures.
• Coordinate learning and development activities by supporting training logistics, administering the Learning Management System (LMS), disseminating learning offerings and calendars, and tracking personnel completion rates for mandatory and optional courses, as required.
• Maintain and monitor HR systems, data, and files, ensuring all personnel documentation is accurate, up-to-date, and securely safeguarded according to established procedures.
• Process contracts, payroll, and benefits workflows accurately and in timely compliance with established HR deadlines and procedures.
• Escalate complex HR cases to the HR Manager for higher level support or advice, and liaise with UNOPS HR related focal points and groups such as People and Culture Group and Global Shared Service Centre on personnel administration, payroll, and policy advice and compliance.
  
  

Support general administrative services

• In collaboration with the Protocol Unit:
• Process and facilitate residency and work permits, as well as driver licenses, and UN IDs, duty-free for eligible personnel.
• Advice travelers on visa requirements. Support prepare and raise required documentation to the relevant authority to obtain entry/exit visas and travel permits for UNOPS personnel and visitors.
• Advice and coordinate cancellation of visas according to the defined procedures
• Establish and maintain a monitoring tool for protocol-related issues. Update the status of each case; and report to the supervisor on a regular basis.
• Coordinate general admin and ICT services required by MMCO teams and personnel with the relevant Focal Points.
• Provision of fast, friendly, and effective user support.
• Install the workstation and require ICT facilities for users.
• Provide hardware and software troubleshooting support to the office, seeking technical advice and support from ICT colleagues as required.
• Support desktop operating system, standard Windows software, and various UNOPS customized systems.
• Support G Suite Applications and related issues
• Provide staff training on all hardware, software, file management/maintenance and LAN systems if needed.
• Propose tools and methods for improving the desktop working environment
• Assist the ICT team on finding out solutions for the ICT related issues.
• Maintenance of inventory of all computer, audio/video communication equipment, and software in the Business Unit, ensuring compliance with asset management policies.
• Support the effective functioning (installation, operation and maintenance) of all UNOPS hardware equipment and acquisition of hardware supplies, approved software and application of updates and patches in a timely manner.
• Update and coordinate office management support including tracking of MMCO personnel.
• Provide support and guidance on organizational support services procedures and precedents to provide guidance for cases and situations.
• Maintain common services tracking and reporting for MMCO, and flag issues with the supervisor
• Assist in the organization of meetings, conferences and visits
• Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate;
• Provide advice on support services entitlements and regulations in accordance with UNOPS - Assist in facility and office lease management; Support in fair cost recovery practices of common expenses - Custodian for all common assets and inventory items; ensure all movements of assets are tracked and reported.
• Provide logistical support to visiting missions and personnel.
• Manage liaison and coordination with local authorities on privileges and immunities for UNOPS personnel, office space and other administrative matters.
  

Support finance procedures

• Assist in planning, expenditure tracking and audit of financial resources, in accordance with UNOPS rules and regulations
• Assist in organization and oversight of the cash management processes, including timely accounting and reconciliation of all transactions and security of cash assets
• Assist in review of documentation for Operational Advance and Petty Cash request and closing with reconciliation.
• Process Travel Expense Claims (TECs) and other travel entitlements such Daily Subsistence Allowance (DSA), Terminal Expenses etc. for staff, consultants, meeting participants and other official travelers
  
  

Knowledge building and knowledge sharing

• Provide support to the organization, facilitation and/or delivery of training and learning initiatives for personnel on HR-related topics.
• Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
• Liaise with relevant MCO, HQ and UN system units to exchange information and follow up on pending issues.
  
  

Impact of Results/ Monitoring and Progress Controls

The effective and successful achievement of results by the Support Service Associate directly impacts the overall efficiency of the administrative services, impacting the capacity to efficiently and effectively support MMCO operations. Timely and accountable delivery of services ensures client satisfaction and promotes the image and credibility of the Shared Services as an effective service provider.

Education Requirements

Required

• Completion of secondary school is required.
• First University Degree preferably in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
• A Bachelor's Degree may substitute for 4 years of relevant experience and a Masters Degree may substitute for 6 years of relevant experience.
  
  

Desired

• In the absence of a degree, administrative certification is desirable.
  
  

Required

Experience Requirements

• Minimum of six years of relevant experience in general HR, administrative, logistics, or operations support services in national or international public or corporate organizations.
• Proficiency in computers and office software packages (MS Office and/or Google Suite) and experience in handling web-based management systems.
  
  

Desired

• Experience in the UN system or international organizations.
• Experience in the use of Enterprise Systems such as OneUNOPS.