Deadline for ApplicationsDecember 1, 2025
Hardship Level (not applicable for home-based)U (unclassified)
Family Type (not applicable for home-based)
No designation
Staff Member / Affiliate TypeUNOPS LICA5
Target Start Date2026-01-01
Terms of ReferenceThe candidate would be required to undertake multiple administrative tasks ranging from administrative support for fleet management, managing office cleaners and security guards, undertaking low value procurement for the office, and coordinating task for the maintenance of the office; Financial tasks such as raising requisitions, payment requests processing, using petty / cash accounts transactions and supporting the monthly and yearly closing. She/ he would also be expected to help in HR responsibilities such as updating personnel information of staff, help in the recruitment process, and supporting the off and on boarding of staff. Basic Supply tasks such as low value procurement, engaging with vendors and helping with assets and inventory verifications. Candidate should be a team player helping the staff in the performance of their duties.
Standard Job Description
Senior Management Support Assistant
Organizational Setting and Work Relationships
The Senior Management Support Assistant provides administrative and clerical support in operational areas such as human resources, finance, procurement, supply and office management, under close supervision.
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
Human Resources Support
- Maintain and update personnel files and HR databases.
- Assist in recruitment processes by scheduling interviews and preparing documentation.
- Support onboarding activities, including the preparation of welcome kits and briefing schedules.
- Track leave balances, timesheets, and contract expiry dates.
Financial Support
- Assist in the preparation and submission of payment requests and financial documents.
- Verify invoices and receipts for completeness and compliance before submission for approval.
- Maintain proper filing and retrieval of financial records.
- Support monthly closure activities, including reconciliations and follow-up on pending payments.
Procurement and Supply Chain Support
- Assist in the preparation of purchase requisitions and follow-up with vendors or supply teams.
- Support physical verification of inventory and update asset records.
- Maintain procurement documentation and assist in tracking orders and delivery status.
Office and Administrative Support
- Support the processing of official documentation for staff and eligible dependents by liaising with host government entities and maintaining regular contact with protocol focal points, as applicable.
- Provide administrative and documentation support.
- Manage office supplies, raise requisitions for replenishment, and monitor distribution.
- Provide logistical support for meetings, travel arrangements, and events.
- Provide staff support and advisory services.
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 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
Not specified.
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Relevant experience in administration or management support.
Desirable
Experience in an international organization or non-profit sector is highly desirable. Experience with Workday ERP, Oracle Cloud across multiple modules (HR, Finance, Procurement) in a UN or international organization context.
Functional Skills
AD-Office supplies management
FI-General Financial Management
AD-Supply requisition and purchase order administration
RC-Records management functional systems administration
(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 Requirements
All 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
Not specified.
Cross-Functional Competencies
Not specified.
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.
Required Languages
,
,
Desired Languages
,
,
Additional Qualifications
SkillsAD-Office supplies management, AD-Supply requisition and purchase order administration, FI-General Financial Management, RC-Records management functional systems administration
Education
Certifications
Work Experience
Other informationThis position doesn't require a functional clearance
RemoteNo
- 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).