Senior Management Support Assistant

Overview

Provide administrative and clerical support in HR, finance, procurement, supply and office management.

You have:

• 2 years of relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
• Relevant experience in administration or management support.
• Experience in an international organization or non-profit sector is highly desirable.
• Knowledge of English and UN working language of the duty station if not English.

Deadline for Applications

December 1, 2025Hardship Level (not applicable for home-based)

DFamily Type (not applicable for home-based)

Non Family with Residential LocationStaff Member / Affiliate Type

UNOPS LICA5Target Start Date

2026-01-01Terms of Reference

The 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

Skills

AD-Office supplies management, AD-Supply requisition and purchase order administration, FI-General Financial Management, RC-Records management functional systems administrationEducation

Certifications

Work Experience

Other information

This position doesn't require a functional clearance Remote

No

Apply now

Potential interview questions

Added 9 months ago - Updated 9 months ago - Source: unhcr.org