Senior Management Support Assistant

Overview

Provide quality administrative support across multiple functional areas to country office.

You have:

• Bachelor's degree majoring in Finance, Accounting, Business Administration, Office Management, Information and communications technology or a related field.
• Two (2)-year full-time relevant work experience with Bachelor or equivalent or higher.
• Knowledge of the IPSAS (International Public Sector Accounting Standards).
• Fluent in both Mandarin and English (written and spoken).
• Highly accurate with good attention to detail.
• Good organizational skills.
• Good interpersonal and communication skills.
• Works well under pressure.
• Good knowledge of MS Office programs.

Deadline for Applications

September 22, 2025Hardship Level (not applicable for home-based)

A (least hardship)Family Type (not applicable for home-based)

FamilyStaff Member / Affiliate Type

UNOPS LICA5Target Start Date

2025-10-01Terms of Reference

1. General Background

The Office of the United Nations High Commissioner for Refugees (UNHCR) was established on December 14, 1950 by the United Nations General Assembly. The UN Refugee Agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It strives to ensure that everyone can exercise the right to seek asylum and find safe refuge in another State, with the option to return home voluntarily, integrate locally or to resettle in a third country. UNHCR has helped millions of people to restart their lives. They include asylum seekers, refugees, returnees, stateless people and internally displaced persons. Its interventions in the areas of protection, shelter, health and education have been crucial, healing broken pasts and building brighter futures.

The UNHCR Office in China was established in 1979. Although China has been party to the 1951 Convention and 1967 Protocol since 1982, it has no law comprehensively governing asylum. In the absence of national refugee legislation, UNHCR continues to register asylum seekers, conducts individual refugee status determination under its mandate, seeks durable solutions for refugees, and provides direct assistance to the refugee population in mainland China. UNHCR works with the Government authorities to build domestic capacity and will continue working with all stakeholders in China to ensure refugees and asylum-seekers receive adequate protection and assistance.

Under the guidance and supervision of the Head of Management Support Unit, the Senior Management Support Assistant provides quality administrative support across multiple functional areas to country office, including administration, finance and procurement in compliance with the regulatory framework of UNHCR as well as relevant accountability frameworks. S/he takes a client-orientated and results-focused approach to assist operation to fulfill its mandatory and delivery the service in effective and efficient way.

This position is an Individual Contractor contracting through UNOPS. The agreement is issued and renewable by calendar year. 2. Purpose and Scope of Assignment

Administrative Support including procurement - Assist day-to-day administrative matters. Maintain tracking tools and shared documentation systems for operational and administrative tasks. - As Fleet Management Focal Point, check vehicle log and reconcile fuel record on monthly basis and ensure availability of all requirement documents including vehicle insurance, driving permit, etc. - Facilitate official mission as per operating administrative instructions and procedures, including verification of Travel Request, settlement bill from travel agency, logistic support in terms of visa/UNLP application. - Support diplomatic pouch, custom clearance, correspondence for office and diplomat in China. - Manage the security access system, including liaison with supplier for maintenance and emergency. - Issue entry card for UNHCR personnel and assist them to obtain entry access of DRC and UNID in China. - Update UN Personnel list, telephone tree, warden system to ensure compliance with security principle. - Assist international staff obtain and extend diplomatic visa, stay permit, diplomatic card, airport pass (if applicable), shipment and other logistic support. - Assist in requisition of office supplies, equipment, common service and monitor delivery status, ensuring proper documentation is retained. - Support vendor liaison and assist with contract preparation for office purchases.

Financial Support - Prepare supporting documents, submit and validate invoice in Account Payable (AP) module including payment requests to suppliers, travel advance/claims, other type of payable transactions in line with financial rules. - Record income in Account Receivable (AR) module in timely and accurate manner. - Liaise with local cooperated banking service provider, preparing application for domestic remittance, reconciling bank statement monthly. - submission to local authority and reconciliation for the refund. - Support the year-end account closure by consolidating inputs and following up on outstanding transactions and drafting input for financial report. - Keep the audit trail, ensure financial records/documents to be filed for office accounts for which responsibility is assigned accurately. - Assist in management balance sheet account of VAT (value-added tax), including record, VAT refund. - Perform other related duties as required.

3. Monitoring and Progress Controls

• Familiar and compliance with UNHCR regulation and procedures in responsible functional area
• Deadline for various tasks is met in quality manner.
• Internal SOP is followed and complied, including the timeline for transaction processing and the delivery.

4. Qualifications and Experience

a. Education

Bachelor’s degree majoring in Finance, Accounting, Business Administration, Office Management, Information and communications technology or a related field.

b. Work Experience

Two (2)-year full-time relevant work experience with Bachelor or equivalent or higher. Related experience working on finance and administration support is an asset, especially working experience with procedures and principles related to UN system.

c. Key Competencies

• Knowledge of the IPSAS (International Public Sector Accounting Standards) • Fluent in both Mandarin and English (written and spoken) • Highly accurate with a good attention to detail. • Good organizational skills. • Good interpersonal and communication skills. • Works well under pressure. • Highly accurate with a good attention to detail.

• Good knowledge of MS office programsStandard Job Description

Required Languages

Chinese,

English,

Desired Languages

,

,

Additional Qualifications

Skills

Education

Bachelor's: Accounting (Required), Bachelor's: Business Administration (Required), Bachelor's: Finance (Required), Bachelor's: Information and Communication Technology (Required)Certifications

Work Experience

Other information

This position doesn't require a functional clearance Remote

No

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Potential interview questions

Added 11 months ago - Updated 10 months ago - Source: unhcr.org