Reason
Standard Job Description
Organizational Setting and Work Relationships
The Senior Management Support Associate plays a key coordination role in delivering administrative and operational support across multiple functional areas, including human resources, finance, supply, and office management. Operating with a high degree of independence, the incumbent ensures the effective implementation of management support processes and contributes to the continuous improvement of workflows and internal controls. The role requires oversight of routine service delivery, coordination with functional specialists, and the provision of quality assurance and guidance to more junior staff. The incumbent may act as a focal point for certain operational functions and is expected to proactively identify issues, propose solutions, and support decision-making by management in alignment with organizational policies and standards.
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 and oversee end-to-end recruitment logistics, including drafting vacancy announcements, initial screening, scheduling interviews, and ensuring timely onboarding and induction processes.
- Monitor and proactively manage staffing data, contract expirations, leave plans, and workforce planning dashboards, flagging issues and advising supervisors on appropriate HR actions.
- Serve as a focal point for interpreting and applying HR policies, entitlements, and procedures, referring complex cases to HR focal points as needed.
- Track performance management compliance and support the implementation of learning and development plans by coordinating training logistics and maintaining records.
- Draft and review correspondence and documentation related to human resources actions, ensuring alignment with policy and internal controls.
Financial Support
- Monitor and analyze budgets and expenditure trends; prepare detailed financial tracking reports, identify variances, and provide recommendations for corrective action.
- Prepare and verify a range of financial transactions including payment requests, travel claims, and vendor payments, ensuring compliance with applicable financial regulations and rules.
- Support the financial closure process by consolidating inputs, resolving outstanding items, and preparing analytical summaries for management review.
- Coordinate with Finance and Programme units to reconcile financial records and provide input on budget planning and revisions.
Procurement and Supply Chain Support
- Lead the initiation and tracking of procurement processes, ensuring accuracy and completeness of supporting documentation, and compliance with procurement procedures.
- Coordinate vendor communications, draft routine contracts or agreements, and maintain vendor databases and contract records.
- Analyze procurement metrics and provide inputs on improving lead times and efficiency; escalate procurement risks or delays as appropriate.
- Oversee inventory and asset management activities, ensuring timely updates to records, physical verification, and reporting discrepancies to supervisors.
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
Certificates and/or Licenses
Not specified.
(Certificates and Licenses marked with an asterisk* are essential)
Essential
Progressively responsible experience in administrative and management support functions, with demonstrated depth in areas such as human resources, finance, procurement, or general operations. Proven experience in applying and interpreting organizational policies and administrative procedures to ensure effective service delivery and compliance. Experience coordinating multiple support functions in complex or high-volume environments, including liaison with functional experts and external stakeholders. Demonstrated ability to identify issues, contribute to problem-solving, and recommend process improvements. Supervisory experience is required, including oversight of workflows, quality assurance, and the provision of guidance or training to junior staff.
Desirable
Experience working with the UN, NGOs, or other international organizations. Familiarity with enterprise resource planning (ERP) systems. Experience in supporting operational risk management or compliance initiatives.
Functional Skills
MG-People Management
(Functional Skills marked with an asterisk* are essential)
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
Additional Qualifications
Education
Work Experience
Competencies
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Additional Information
Functional clearance