Senior Management Support Assistant

Job Posting Organization:
The job is posted by UNHCR, the United Nations High Commissioner for Refugees, which was established in 195

• The organization is dedicated to saving lives and protecting the rights of refugees and displaced people. UNHCR operates in over 130 countries and has a workforce of more than 18,000 employees. Its mission is to ensure that everyone has the right to seek asylum and find safe refuge in another country, and to return home voluntarily, integrate locally, or resettle in a third country. UNHCR is committed to promoting the well-being of refugees and displaced persons, advocating for their rights, and providing them with the necessary support and assistance.

Job Overview:
The Senior Management Support Assistant position is designed to provide comprehensive administrative and clerical support across various operational areas, including human resources, finance, procurement, supply chain, and office management. The candidate will be expected to undertake a wide range of administrative tasks that are crucial for the smooth functioning of the office. This includes managing office supplies, supporting financial processes, assisting in HR functions, and ensuring effective communication and coordination among staff members. The role requires a proactive approach to problem-solving and the ability to work collaboratively within a team environment. The candidate will also be responsible for maintaining accurate records and documentation, ensuring compliance with UNHCR policies and procedures, and contributing to a positive workplace culture that aligns with UNHCR's core values of professionalism, integrity, and respect for diversity.

Duties and Responsibilities:
The duties and responsibilities of the Senior Management Support Assistant include:

• 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; 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 is risk-based in the functional area of work; raise risks, issues, and concerns to a supervisor or relevant functional colleagues.
• Perform other related duties as required.

Required Qualifications:
The position requires a minimum of 2 years of relevant experience with a High School Diploma, or 1 year of relevant work experience with a Bachelor’s degree or equivalent. Essential qualifications include relevant experience in administration or management support. Desirable qualifications include experience in an international organization or non-profit sector, and familiarity with Workday ERP or Oracle Cloud across multiple modules (HR, Finance, Procurement) in a UN or international organization context. Functional skills required for the position include office supplies management, general financial management, supply requisition and purchase order administration, and records management functional systems administration.

Educational Background:
The educational background required for this position includes a High School Diploma as a minimum qualification. A Bachelor’s degree or higher is preferred, particularly for candidates with less than two years of relevant experience. There are no specific field(s) of education required for this role, making it accessible to a broader range of applicants.

Experience:
Candidates should have at least 2 years of relevant experience in administrative roles, particularly in support functions related to human resources, finance, procurement, and office management. Experience in an international organization or non-profit sector is highly desirable, as it indicates familiarity with the operational context and challenges faced in such environments. Additionally, experience with enterprise resource planning systems like Workday or Oracle Cloud is advantageous, as it demonstrates the candidate's ability to navigate complex administrative systems effectively.

Languages:
For this position, knowledge of English is mandatory, as it is the UN working language. Additionally, proficiency in the local language of the duty station is preferred but not required. Candidates should be able to communicate effectively in English, both verbally and in writing, to fulfill the responsibilities of the role and collaborate with diverse teams.

Additional Notes:
This position is classified under the UNOPS LICA5 category and is not remote. The target start date for the successful candidate is January 1, 202

• The role is full-time and involves a range of administrative tasks that require a high level of organization and attention to detail. The position does not require a functional clearance, and candidates are expected to adhere to UNHCR's core values and competencies, contributing to a safe and respectful working environment.