Reason
Standard Job Description
Organizational Setting and Work Relationships
The Management Support Associate provides administrative support across multiple functional areas including finance, supply, human resources and office management. Operating with moderate supervision, the incumbent supports the implementation of management support procedures, monitors routine processes, and may provide guidance to junior staff to ensure effective service delivery and compliance with established policies.
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
- Coordinate recruitment logistics including job postings, candidate screening, interview scheduling, and onboarding documentation.
- Monitor contract expirations, leave plans, and staffing tables; follow up on required people management actions.
- Provide first-line guidance to staff on HR policies, entitlements, and administrative formalities.
- Assist in tracking performance management compliance and supporting staff development initiatives.
Financial Support
- Assist in budget monitoring by maintaining tracking spreadsheets and alerting management to variances.
- Prepare routine financial documents including payment requests, travel claims, and vendor payments in line with financial rules.
- Support the monthly and year-end closure process by consolidating inputs and following up on outstanding transactions.
- Liaise with Finance or Programme units to reconcile data and respond to queries.
Procurement and Supply Chain Support
- Initiate procurement requests and monitor delivery status, ensuring proper documentation is retained.
- Support vendor liaison and assist with contract preparation for routine purchases.
- Conduct basic analysis of procurement timelines and escalate delays or inconsistencies.
- Participate in inventory management activities and update asset records.
Administrative and Office Management
- Assist the supervisor in ensuring the UNHCR Office premises/staff accommodation provide a healthy, safe and respectful working environment.
- Provide general administrative support relating to visas, licences, work permit, travel…etc.
- Arrange for requisition of office supplies and equipment, including Low Value Procurement and arrange for control of distribution and maintenance of appropriate inventory records.
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.
Years of Experience / Degree Level
Field(s) of Education
Essential
Desirable
Functional Skills
Language Requirements
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
Managerial Competencies
Cross-Functional Competencies
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
Required languages (expected Overall ability is at least B2 level):
Desired languages
Occupational Safety and Health Considerations
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.
This position is part of the GSS Front Office and reports to the Management Support Officer. The role supports governance, coordination, and quality assurance for mainly finance and procurement related processes and acts as a key liaison between the Head of GSS and functional tracks.
- Support the Head of GSS and track Leads in managing finance and procurement related priorities and cross-functional initiatives.
- Support GSS management in maintaining results-based management approach for strategic planning, budgeting, expenditure monitoring, and reporting. Act as backup for HR related matters, such as reporting, monitoring, recruitment, etc.
- Produce and analyze reports on budget consumption, finance and HR.
- Draft, review, and maintain Standard Operating Procedures (SOPs) and guidance notes for internal use.
- Monitor compliance with financial policies and controls across GSS operations.
- Identify opportunities for process improvements and propose cost optimization to the GSS management.
- Provide guidance, training, and supervision to support staff as required.
- Prepare briefing notes, dashboards, and reports for senior management and governance boards.
- Perform other related duties to support the smooth operation of the finance function.
- The incumbent refers to financial manuals, policy papers, and relevant guidelines on financial issues.
- May supervise support staff and provide on-the-job guidance as needed.
- Coordination with GSS tracks for alignment and compliance on financial matters.
Additional Qualifications
Education
Work Experience
Competencies
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Additional Information
Functional clearance