Senior Management Support Assistant

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

• Its mission is to safeguard the rights and well-being of refugees, forcibly displaced communities, and stateless people. UNHCR operates in over 130 countries and has a workforce of more than 18,000 employees dedicated to providing protection and assistance to those in need. The organization focuses on ensuring that everyone has the right to seek asylum and find safe refuge in another country, and it strives to promote durable solutions for refugees and displaced persons.

Job Overview:
The Senior Management Support Assistant position is crucial for providing comprehensive administrative and clerical support across various operational areas, including human resources, finance, procurement, supply, and office management. The candidate will be expected to undertake a wide range of administrative tasks, which will include managing fleet operations, overseeing office maintenance, and coordinating procurement processes. Financial responsibilities will involve processing payment requests, managing petty cash transactions, and supporting monthly and yearly financial closures. Additionally, the role encompasses HR functions such as updating personnel records, assisting in recruitment, and facilitating onboarding and offboarding processes. The candidate must be a proactive team player, capable of collaborating effectively with staff to enhance overall operational efficiency and support the organization's mission.

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 necessary 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 in risk management is based on 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 required qualifications for the Senior Management Support Assistant position include:

• Years of Experience / Degree Level: For G5 - 2 years of relevant experience with a High School Diploma; or 1 year of relevant work experience with a Bachelor’s degree or equivalent or higher.
• Field(s) of Education: Not applicable.
• Certificates and/or Licenses: Not specified.
• Relevant Job Experience: Essential experience in administration or management support is required. Desirable experience includes working in an international organization or the non-profit sector, as well as familiarity with Workday ERP or Oracle Cloud across multiple modules (HR, Finance, Procurement) in a UN or international organization context.
• Functional Skills: Essential skills 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. Candidates with a Bachelor’s degree or equivalent higher education are preferred, especially if they have relevant work experience in administrative roles. The position does not specify any particular field of education, indicating that a broad range of educational backgrounds may be acceptable as long as the candidate possesses the necessary experience and skills.

Experience:
The level of experience needed for the Senior Management Support Assistant position is at least 2 years of relevant experience with a High School Diploma or 1 year of relevant work experience with a Bachelor’s degree or higher. Candidates should have demonstrated experience in administration or management support, with a preference for those who have worked in international organizations or the non-profit sector. Familiarity with specific software systems such as Workday ERP or Oracle Cloud is also desirable, as it indicates the candidate's ability to navigate complex organizational 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 may be required, depending on the specific context of the role. Candidates who possess knowledge of other UN languages may also have an advantage, although this is not explicitly stated as a requirement.

Additional Notes:
This position is classified under the UNOPS LICA5 category and is not remote. It is a full-time role with a target start date of January 1, 202

• The position is categorized as non-family with residential location, indicating that the candidate may not be accompanied by family members during their assignment. The application deadline is set for December 1, 2025, and candidates are encouraged to apply before this date to be considered for the role. The job description emphasizes the importance of maintaining a safe and respectful working environment, where all staff members are expected to uphold the organization's core values and contribute to a culture of integrity and professionalism.