Management Support Associate

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, to ensure that everyone has the right to seek asylum and find safe refuge in another country, and to return home voluntarily. UNHCR operates in over 130 countries and has a workforce of more than 18,000 staff members dedicated to helping millions of people worldwide. The organization is committed to promoting international protection and finding durable solutions for refugees and displaced persons.

Job Overview:
The Management Support Associate plays a crucial role in providing administrative support across various functional areas, including finance, human resources, procurement, and office management. This position operates under moderate supervision and is responsible for implementing management support procedures, monitoring routine processes, and offering guidance to junior staff to ensure effective service delivery and compliance with established policies. The incumbent is expected to uphold the core values of professionalism, integrity, and respect for diversity while performing their duties. The role requires a proactive approach to problem-solving and the ability to coordinate multiple support functions simultaneously, ensuring that all tasks are completed efficiently and in accordance with UNHCR's regulatory framework.

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

• Human Resources Support: Coordinating recruitment logistics, including job postings, candidate screening, interview scheduling, and onboarding documentation. Monitoring contract expirations, leave plans, and staffing tables; providing first-line guidance to staff on HR policies and entitlements. Assisting in tracking performance management compliance and supporting staff development initiatives.
• Financial Support: Assisting in budget monitoring by maintaining tracking spreadsheets and alerting management to variances. Preparing routine financial documents, including payment requests and vendor payments, in line with financial rules. Supporting the monthly and year-end closure process by consolidating inputs and following up on outstanding transactions.
• Procurement and Supply Chain Support: Initiating procurement requests and monitoring delivery status, ensuring proper documentation is retained. Supporting vendor liaison and assisting with contract preparation for routine purchases. Conducting basic analysis of procurement timelines and escalating delays or inconsistencies.
• Administrative and Office Management: Providing general administrative support relating to visas, licenses, work permits, and travel. Arranging for requisition of office supplies and equipment, including Low Value Procurement, and maintaining appropriate inventory records.
• Risk Management: Supporting the identification and management of risks and seeking to seize opportunities impacting objectives in the area of responsibility. Raising risks, issues, and concerns to a supervisor or relevant functional colleagues.
• Performing other related duties as required.

Required Qualifications:
The required qualifications for the Management Support Associate position include:

• For G6 level: 3 years of relevant experience with a High School Diploma; or 2 years of relevant work experience with a Bachelor’s degree or equivalent or higher.
• Essential experience includes progressively responsible experience in administrative and management support functions, including human resources, finance, procurement, or general administration.
• Demonstrated ability to coordinate multiple support functions simultaneously in a team setting.
• Desirable experience includes working with the UN, NGOs, or other international organizations, and familiarity with enterprise resource planning (ERP) systems.

Educational Background:
The educational background required for this position includes a High School Diploma for candidates with 3 years of relevant experience, or a Bachelor’s degree or equivalent for those with 2 years of relevant work experience. No specific field of education is mandated, but relevant experience in administrative and management support functions is essential.

Experience:
Candidates are expected to have a minimum of 3 years of relevant experience for those with a High School Diploma, or 2 years of relevant work experience for those with a Bachelor’s degree or higher. The experience should be progressively responsible in administrative and management support functions, including human resources, finance, procurement, or general administration. Familiarity with organizational policies and administrative procedures in day-to-day operations is also required.

Languages:
For General Service jobs, knowledge of English and/or the UN working language of the duty station is mandatory. For this position, proficiency in English is required, and knowledge of the local language is considered an asset. The expected overall ability in English is at least B2 level.

Additional Notes:
This position is temporary, with a target start date of December 1, 2025, and a target end date of June 30, 202

• The position is classified as GS6 and is intended for family type staff. Candidates must have the right to work in Kenya, as UNHCR does not facilitate the obtaining of work visas for recruitment. Shortlisted candidates may be required to sit for a test, and no late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process.