Management Support Associate

Job Posting Organization:
The Office of the United Nations High Commissioner for Refugees (UNHCR) is the UN agency mandated to protect and assist refugees, asylum-seekers, internally displaced people, returnees, and stateless persons worldwide. Established by the United Nations General Assembly in 1950, UNHCR leads and coordinates international efforts to safeguard the rights and well-being of people forced to flee. It works to ensure that everyone has the right to seek asylum and find safety, while pursuing durable solutions through voluntary return, local integration, or resettlement in a third country. Today, UNHCR employs around 12,000 personnel in more than 120 countries, supporting and protecting millions of forcibly displaced and stateless people around the world. The Global Service Centre (GSC) in Budapest supports UNHCR's worldwide operations by delivering critical services in Human Resources, Finance, Accounting, Supply, Procurement, Learning, and Information and Communication Technology (ICT). With more than 500 colleagues representing nearly 80 nationalities, the GSC provides a diverse and inclusive work environment where professionals from a wide range of backgrounds contribute directly to UNHCR's global mission of protecting and supporting people forced to flee.

Job Overview:
The Management Support Associate provides administrative support across multiple functional areas including finance, supply, human resources, and office management. Operating with moderate supervision, the incumbent supports the implementation of management support procedures, monitors routine processes, and may provide guidance to junior staff to ensure effective service delivery and compliance with established policies. The role requires excellent analytical skills, allowing the incumbent to make judgment calls and escalate sensitive issues as appropriate. The impact of the work has a high reputational risk to the organization, necessitating a commitment to professionalism, integrity, and respect for diversity in all interactions. The incumbent will be responsible for coordinating recruitment logistics, monitoring contract expirations, assisting in budget monitoring, initiating procurement requests, and providing general administrative support, among other duties. This position is crucial for maintaining the operational efficiency of the UNHCR's Global Service Centre in Budapest, ensuring that all administrative and management support functions are executed effectively and in compliance with UNHCR policies and procedures.

Duties and Responsibilities:

• Human Resources Support: Coordinate recruitment logistics including job postings, candidate screening, interview scheduling, and onboarding documentation. Monitor contract expirations, leave plans, and staffing tables; follow up on required people management actions. Provide first-line guidance to staff on HR policies, entitlements, and administrative formalities. Assist in tracking performance management compliance and supporting staff development initiatives.
• Financial Support: Assist in budget monitoring by maintaining tracking spreadsheets and alerting management to variances. Prepare routine financial documents including payment requests, travel claims, and vendor payments in line with financial rules. Support the monthly and year-end closure process by consolidating inputs and following up on outstanding transactions. Liaise with Finance or Programme units to reconcile data and respond to queries.
• Procurement and Supply Chain Support: Initiate procurement requests and monitor delivery status, ensuring proper documentation is retained. Support vendor liaison and assist with contract preparation for routine purchases. Conduct basic analysis of procurement timelines and escalate delays or inconsistencies. Participate in inventory management activities and update asset records.
• Administrative and Office Management: Assist the supervisor in ensuring the UNHCR Office premises/staff accommodation provide a healthy, safe, and respectful working environment. Provide general administrative support relating to visas, licenses, work permits, travel, etc. Arrange for requisition of office supplies and equipment, including Low Value Procurement and arrange for control of distribution and maintenance of appropriate inventory records.
• 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.

Required Qualifications:

• Years of Experience / Degree Level: For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher.
• Relevant Job Experience: Essential - Progressively responsible experience in administrative and management support functions, including areas like human resources, finance, procurement, or general administration. Experience in applying organizational policies and administrative procedures in day-to-day operations. Demonstrated ability to coordinate multiple support functions simultaneously in a team setting. 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.

Educational Background:
For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent. Field(s) of Education: Not applicable. Certificates and/or Licenses: Not specified.

Experience:
The position requires a minimum of 3 years of relevant experience for candidates with a High School Diploma, or 2 years of relevant work experience for those with a Bachelor’s degree or equivalent. The experience should be progressively responsible in administrative and management support functions, including human resources, finance, procurement, or general administration. Candidates should demonstrate the ability to apply organizational policies and administrative procedures effectively in day-to-day operations, as well as the capability 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.

Languages:
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

Additional Notes:
This position is a fixed-term appointment for an initial period of one year. The incumbent must be legally present in Hungary and have the right to work in the country at the time of recruitment. UNHCR does not facilitate obtaining a visa for recruitment purposes. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The salary range for G6 is NET 854,066.5 HUF - NET 1,000,381.9 HUF. Benefits include annual leave at the rate of 2.5 working days for each full calendar month of service, participation in the United Nations Joint Staff Pension Fund (UNJSPF), and enrollment in the Medical Insurance Plan (MIP). 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.