Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Target Start Date2025-09-01
Deadline for ApplicationsJuly 15, 2025
Standard Job Description
Senior Administrative Assistant
Organizational Setting and Work Relationships
The Senior Administrative Assistant will provide administrative support to the office where the position is located.
The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent normally works under the direct supervision of more senior local or international staff, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.
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 UNHCR's core values of professionalism, integrity and respect for diversity.
Duties
- Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files.
- Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements.
- Search office files and records relating to a variety of topics for information and reference. Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.
- Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.
- Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents.
- Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential.
- Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.
- Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds.
- Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.
- Prepare attestations and certificates required by the staff members for signature of senior officer.
- Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.
- 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
Education & Professional Work Experience
Years of Experience / Degree Level
For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable.
Certificates and/or Licenses
Business Administration, Finance, Office Management, Human Resources, or other related field.
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Not specified.
Desirable
Completion of UNHCR learning programmes or specific training relevant to functions of the position.
Functional Skills
*IT-Computer Literacy
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-PeopleSoft Applications
(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.
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 Operational context:
Slovakia continues to receive individuals crossing its borders to flee ongoing hostilities. Since the escalation of the conflict in Ukraine in February 2022, more than 166,000 refugees have applied for temporary protection (TP) in Slovakia, predominantly women and children. As of May 2025, over 132,000 individuals hold valid TP status granted by the Slovak government. Women and children constitute nearly 80 percent of the total displaced population, including the elderly, people with disabilities, and those with urgent health needs.
UNHCR re-opened its Office in Slovakia in 2022 at the request of the Government, in response to the Ukraine crisis. UNHCR works in close coordination with State entities, including local and municipal authorities, UN agencies, and national partners. The UNHCR National Office in the Slovak Republic is located in Bratislava.
Nature of the position:
The Senior Administrative Assistant will be based in Bratislava and will report to the Head of the National Office, with close technical cooperation and guidance from the regional support teams. S/he will provide support to a team of national and international staff members in Slovakia on all administrative issues and processes. Physical presence in the office is required, along with flexibility for missions within Slovakia as needed.
UNHCR's workplace is inclusive and diverse, offering opportunities that contribute to professional growth and development.
Desired Candidate Profile:
โข Good knowledge and experience in all administrative issues and processes
โข Experience with information technology systems and tools
โข Previous experience in business administration, finance, office management and human resources or other related fields
โข Creative and self-motivated
โข Possessing good interpersonal and communication skills
โข Highly organized
โข Good writing and documentation skills
โข Experience working with UNHCR, the United Nations or other international organizations is an advantage
โข Experience working in a multicultural environment
Language Requirements:
โข Knowledge of English (B2) as the UN working language of the duty station and Slovak language (as mother tongue) is required.
โข Knowledge of any other official UN language would be an asset.
Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.
G-5 salary range: NET EUR 1,645 - NET EUR 1,937
Benefits:
Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).
Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).
Health insurance plan: locally recruited staff members in Slovakia will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.
Eligibility:
This position is advertised to internal applicants and UNHCR experience applicants.
Internal Candidates: current General Service staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above, as well as any candidates serving at higher grades who fulfil the criteria as per the job advertisement. Staff members must serve for a minimum of one year following assignment before being considered eligible to apply for another position within the same category.
The minimum one-year requirement is waived in respect of staff members whose position is being changed or who encumber a position identified as โsuitableโ in a comparative review process and staff members whose assignment/appointment through the AC is in a replacement capacity.
Candidates with UNHCR experience: Regardless of the category of the position, the following candidates are considered candidates with UNHCR experience: Junior Professional Officers; Temporary Appointment holders; affiliate workforce; interns; staff loaned/seconded from another UN
organization/ international organization/ government entity, or former UNHCR international and local staff members who held an indefinite or fixed-term appointment (within two years of separation for males and five years females).
Staff members holding an indefinite or fixed-term appointment applying for a vacancy in a category different from their own are considered candidates with UNHCR experience.
Locally recruited staff members applying for a position two grades above their own are considered candidates with UNHCR experience.
Applicants must be nationals of Slovakia or other EU/Schengen country OR in the possession of a valid Slovak residency and work permit. Temporary and/or sponsored visas are not accepted.
Applications:
All applications must be submitted online in Workday. Email applications will not be accepted. Incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted.
Shortlisted candidates might be required to sit for a written test and/or oral interview.
The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
UNHCR is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, sexual orientation, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization. UNHCR seeks to ensure that male and female employees are given equal career opportunities. All applications will be treated with the strictest confidentiality.
UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal.
Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector Generalโs Office (IGO) at inspector@unhcr.org or through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80.
Required languages (expected Overall ability is at least B2 level): Slovak
,English
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Living and Working Conditions:
Additional Qualifications
SkillsIT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsBusiness Administration - Other, Finance - Other, Human Resources - Other, Office Management - Other
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
Additional Information
Functional clearanceThis position doesn't require a functional clearance