Management Support Associate

Job Posting Organization:
The job is posted by the United Nations High Commissioner for Refugees (UNHCR), an organization established in 1950 with the mission to protect and support refugees and displaced persons worldwide. UNHCR operates in over 130 countries and employs thousands of staff members dedicated to humanitarian efforts. The organization aims to safeguard the rights and well-being of refugees, ensuring they can find safe refuge and rebuild their lives. UNHCR's work is guided by the principles of humanity, neutrality, impartiality, and independence, and it collaborates with various stakeholders, including governments, NGOs, and local communities, to fulfill its mission.

Job Overview:
The Management Support Associate plays a crucial role in providing administrative support across various functional areas such as finance, supply, human resources, 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 UNHCR's 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 work collaboratively within a team to achieve organizational objectives. The Management Support Associate will also be involved in risk management, ensuring that risks are identified and managed effectively, and opportunities are seized to enhance service delivery.

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; following up on required people management actions. Providing first-line guidance to staff on HR policies, entitlements, and administrative formalities. 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, travel claims, 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. Liaising with Finance or Programme units to reconcile data and respond to queries.
• 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. Participating in inventory management activities and updating asset records.
• Administrative and Office Management: Assisting the supervisor in ensuring the UNHCR Office premises/staff accommodation provide a healthy, safe, and respectful working environment. Providing general administrative support relating to visas, licenses, work permits, travel, etc. Arranging for requisition of office supplies and equipment, including Low Value Procurement, and controlling distribution and maintenance of appropriate inventory records.
• Risk Management: Supporting the identification and management of risks and seeking to seize opportunities impacting objectives in the area of responsibility. Ensuring decision-making in risk based on the functional area of work. Raising risks, issues, and concerns to a supervisor or to relevant functional colleague(s). Performing other related duties as required.

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

• Years of Experience / Degree Level: For G6 - 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.
• Relevant Job Experience: Essential experience includes progressively responsible experience in administrative and management support functions, including areas like human resources, finance, procurement, or general administration. Candidates should have experience in applying organizational policies and administrative procedures in day-to-day operations and demonstrate the ability to coordinate multiple support functions simultaneously in a team setting. Desirable experience includes working with the UN, NGOs, or other international organizations, familiarity with enterprise resource planning (ERP) systems, and experience in supporting operational risk management or compliance initiatives.
• Functional Skills: Candidates should possess skills in contracts and invoice management, facility management, monitoring administrative and staff budgets, office supplies management, budget and financial management, general financial management, operational workforce planning, and public procurement.

Educational Background:
The educational background required for the Management Support Associate 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 experience. No specific field of education is mandated, and no certificates or licenses are specified for this role.

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 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 is essential, as is the ability to coordinate multiple support functions in a team environment.

Languages:
For General Service jobs, knowledge of English and/or the UN working language of the duty station is required. Candidates should have at least a B2 level proficiency in English. Knowledge of the local language may also be beneficial but is not mandatory.

Additional Notes:
The position is classified as a General Service role at the GS6 grade level. The target start date for the position is March 1, 202

• The role is full-time, and candidates must be physically based in Canberra and work in the office. The UNHCR offers a competitive compensation and benefits package, and candidates must be Australian nationals or have legal working status in Australia. The organization emphasizes diversity and encourages qualified female applicants to apply. UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA) and is committed to creating a safe and respectful working environment.