Deadline for ApplicationsNovember 27, 2025
Hardship LevelB
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeNOA
Staff Member / Affiliate TypeNational Professional Officer
ReasonRegular > Regular Assignment
Target Start Date2025-12-01
Standard Job Description
Assistant Management Support Officer
Organizational Setting and Work Relationships
The Assistant Management Support Officer provides support to management support functions, including administrative coordination and information management related to human resources, finance, supply chain, and administration. Under close guidance, the incumbent assists in the day-to-day follow-up of processes, compilation of data, and monitoring of compliance with operational procedures. The role contributes to internal coordination and supports the flow of information across units to facilitate smooth operational functioning. The Assistant Management Support Officer works under the direct supervision of a more senior staff member and escalates issues as needed.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCRโs core values of professionalism, integrity and respect for diversity.
Duties
Human Resources
- Assist with recruitment logistics, onboarding documentation, and staff records.
- Support application of HR processes under guidance from senior staff.
- Track completion of performance management activities and learning plans.
- Provide administrative assistance to HR compliance initiatives.
Financial Management
- Compile budget and expenditure data and assist in maintaining financial records.
- Support preparation of financial reports and documentation.
- Flag discrepancies or issues to finance colleagues or supervisors.
Supply Chain and Procurement
- Assist with procurement actions and maintain related documentation in responsibility.
- Monitor delivery schedules and update inventory lists.
- Provide administrative support for vendor registration and invoice processing.
Administrative and Office Management
- Support logistical arrangements for travel, meetings, and office maintenance.
- Maintain filing systems, coordinate supplies, and assist with facility-related services.
- Help implement basic IT and digital tools under supervision.
Risk Management
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.
Minimum Qualifications
Years of Experience / Degree Level
For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree
Field(s) of Education
Business Administration Finance Human Resources
Supply Chain Management or other relevant field.
Certificates and/or Licenses
Not specified.
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Early-career professional with a relevant university degree. Relevant internships, volunteer experience, or junior-level roles.
Desirable
Knowledge of ERPs.
Functional Skills
CO-Cross-cultural communication
FI-General Financial Management
HR-Administration of Staff Contracts and Benefits
SC-Supply Planning
DM-Data management
(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
Competency RequirementsAll jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.
Core Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Managerial Competencies
Empowering & Building Trust
Judgement & Decision Making
Cross-Functional Competencies
Technological Awareness
Analytical Thinking
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile The incumbent is required to possess excellent analytical, communication, and coordination skills, enabling them to make informed judgments and escalate sensitive issues as necessary. The work carries a high reputational risk to the organization.
ยท Proven experience in human resources management, especially in personnel administration, staff entitlements, contract management, benefits, and Medical Insurance Plan (MIP) administration, including knowledge of and experience in MEDEVAC.
ยท Familiarity with UNHCR HR policies, systems (e.g., Workday, Cloud ERP), and procedures.
ยท Ability to manage sensitive HR issues with discretion and professionalism, and to oversee the resolution of complex transactional cases.
ยท Possess strong analytical skills, including monitoring KPIs and SLA metrics, and a proactive approach in identifying problems, process improvement, and system optimization, with the ability to implement changes effectively.
ยท Excellent computer skills, particularly in Microsoft Office.
ยท Fluent in EnglishAdditional information:
Application open for all nationals with right to work in Kenya. UNHCR does not facilitate the obtaining of the work visa for recruitment.
Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).Required languages (expected Overall ability is at least B2 level): English
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Desired languages
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Operational context
Occupational Safety and Health Considerations:
To view occupational safety and health considerations for this duty station, please visit: https://wwwnc.cdc.gov/travel.
Nature of Position:
Global Shared Services (GSS) provides location-independent transactional services in Finance, Payroll, Human Resources, Supply, and IT, to enable operations to focus on strategic and context-specific priorities globally. The GSS located in Budapest serves as the backbone of the service, which is supported by satellite teams in Panama, Amman, Kuala Lumpur, Dakar, and Nairobi. The GSS also works very closely with all enabling functions, DPM, DRM, DEPS, and ITS, to ensure policies and controls are implemented and delivered in an efficient manner. The strategic direction and operating modalities of the service are governed by the GSS Advisory Board.
The Assistant Management Support Officer โ Human Resources position is a part of the GSS Regional Hub and will facilitate the delivery of the GSS HR, Payroll, and MIP services within the scope of responsibilities under Tier 1 support. The incumbent will administratively report to the Associate Management Support Officer in the GSS Regional Hub. Functionally, the incumbent will support the GSS HR, Payroll, and MIP Section personnel in Budapest and play a multi-functional role across several HR service domains of GSS.
Responsibilities include:
Ensure smooth delivery of HR services by responding to HR queries through the established ticketing or other type of โtriagingโ systems in place.
Ensure coordination with both local operations and the central GSS teams in Budapest to ensure services are delivered as per SLAs, and identify knowledge gaps.
Contribute to service improvements by identifying opportunities and solutions.
Generate employment verification letters, attestations, and any other standard HR documents.
Coordinate on MIP-related matters with GSS teams and service providers as appropriate.
Participate in knowledge-based updates and contribute to FAQs and SOPs based on the feedback provided by the users, as well as queries received.
Living and Working Conditions:
Additional Qualifications
SkillsCO-Cross-cultural communication, DM-Data Management, FI-General Financial Management, HR-Administration of Staff Contracts and Benefits, SC-Supply Planning
EducationBachelor of Arts: Business Administration, Bachelor of Arts: Finance, Bachelor of Arts: Human Resources, Bachelor of Arts: Supply Chain Management
Certifications
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Organizational awareness, Teamwork & collaboration, Technological awareness
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
Additional Information
Functional clearanceThis position doesn't require a functional clearance
- Perform other related duties as required.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).