Deadline for Applications

Hardship Level

Family Type

Residential location (if applicable)

Grade

Staff Member / Affiliate Type

Reason

Target Start Date

Standard Job Description

Assistant Management Support Officer

Organizational Setting and Work Relationships

The Assistant Management Support Officer provides support to management support functions, including administrative coordination and information management related to human resources, finance, supply chain, and administration. Under close guidance, the incumbent assists in the day-to-day follow-up of processes, compilation of data, and monitoring of compliance with operational procedures. The role contributes to internal coordination and supports the flow of information across units to facilitate smooth operational functioning. The Assistant Management Support Officer works under the direct supervision of a more senior staff member and escalates issues as needed.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCRs core values of professionalism, integrity and respect for diversity.

Duties

Human Resources

Assist with recruitment logistics, onboarding documentation, and staff records.

Support application of HR processes under guidance from senior staff.

Track completion of performance management activities and learning plans.

Provide administrative assistance to HR compliance initiatives.

Financial Management

Compile budget and expenditure data and assist in maintaining financial records.

Support preparation of financial reports and documentation.

Flag discrepancies or issues to finance colleagues or supervisors.

Supply Chain and Procurement

Assist with procurement actions and maintain related documentation in responsibility.

Monitor delivery schedules and update inventory lists.

Provide administrative support for vendor registration and invoice processing.

Administrative and Office Management

Support logistical arrangements for travel, meetings, and office maintenance.

Maintain filing systems, coordinate supplies, and assist with facility-related services.

Help implement basic IT and digital tools under supervision.

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.

Minimum Qualifications

Years of Experience / Degree Level

For P1/NOA – 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree

Field(s) of Education

Business Administration Finance Human Resources

Supply Chain Management or other relevant field.

Certificates and/or Licenses

Not specified.

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Early-career professional with a relevant university degree. Relevant internships, volunteer experience, or junior-level roles.

Desirable

Knowledge of ERPs.

Functional Skills

CO-Cross-cultural communication

FI-General Financial Management

HR-Administration of Staff Contracts and Benefits

SC-Supply Planning

DM-Data management

(Functional Skills marked with an asterisk* are essential)

Language Requirements

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

Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies

Empowering & Building Trust

Judgement & Decision Making

Cross-Functional Competencies

Technological Awareness

Analytical Thinking

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile

Required languages (expected Overall ability is at least B2 level):

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit: https://wwwnc.cdc.gov/travel .

Nature of Position:

Global Shared Services (GSS) provides location-independent transactional services in Finance, Payroll, Human Resources, Supply, and IT, to enable operations to focus on strategic and context-specific priorities globally. The GSS located in Budapest serves as the backbone of the service, which is supported by satellite teams in Panama, Amman, Kuala Lumpur, Dakar, and Nairobi. The GSS also works very closely with all enabling functions, DPM, DRM, DEPS, and ITS, to ensure policies and controls are implemented and delivered in an efficient manner. The strategic direction and operating modalities of the service are governed by the GSS Advisory Board.

The Assistant Management Support Officer Human Resources position is a part of the GSS Regional Hub and will facilitate the delivery of the GSS HR, Payroll, and MIP services within the scope of responsibilities under Tier 1 support. The incumbent will administratively report to the Associate Management Support Officer in the GSS Regional Hub. Functionally, the incumbent will support the GSS HR, Payroll, and MIP Section personnel in Budapest and play a multi-functional role across several HR service domains of GSS.

Responsibilities include:

Ensure smooth delivery of HR services by responding to HR queries through the established ticketing or other type of triaging systems in place.

Ensure coordination with both local operations and the central GSS teams in Budapest to ensure services are delivered as per SLAs, and identify knowledge gaps.

Contribute to service improvements by identifying opportunities and solutions.

Generate employment verification letters, attestations, and any other standard HR documents.

Coordinate on MIP-related matters with GSS teams and service providers as appropriate.

Participate in knowledge-based updates and contribute to FAQs and SOPs based on the feedback provided by the users, as well as queries received.

Living and Working Conditions:

Additional Qualifications

Skills

Education

Certifications

Work Experience

Competencies

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

Functional clearance