JOB DESCRIPTION

H (no hardship)

Family

Family

GS5

General Service

Reason

Regular > Regular Assignment

2025-10-01

August 25, 2025

Senior Administrative Assistant

Organizational Setting and Work Relationships
The Senior Administrative Assistant will provide administrative support to the office where the position is located.
The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent normally works under the direct supervision of more senior local or international staff, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.

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 UNHCR’s core values of professionalism, integrity and respect for diversity.

Duties
– Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files.
– Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements.
– Search office files and records relating to a variety of topics for information and reference. Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.
– Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.
– Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents.
– Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential.
– Arrange appointments and maintain supervisor’s calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.
– Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds.
– Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.
– Prepare attestations and certificates required by the staff members for signature of senior officer.
– Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.

– 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
Education & Professional Work Experience
Years of Experience / Degree Level
For G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Business Administration, Finance, Office Management, Human Resources, or other related field.
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Not specified.
Desirable
Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills
*IT-Computer Literacy
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-PeopleSoft Applications
(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.

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.

The ideal candidate has a good understanding of finance processes. experience of supporting finance processes in a mainstream ERP system like Oracle or SAP, including generating operational and statutory financial reports from ERP or a data warehouse using latest BI tools like Power BI, Oracle Analytics Cloud, Oracle Transactional Business Intelligence, BI Publisher, QlikView, Tableau, Microsoft Excel etc.

A foundational degree or academic qualification in finance, a power user of IT technologies, good experience in finance ERP systems, including good communication skills in English would be the right blend of competencies highly desired in the Senior Administrative Assistant.

The Senior Administrative Assistant will participate in a variety of system support tasks including resolution of incidents and validating fixes, monitoring interfaces, master data management, L2 support of finance users, executing test scripts, creation and modifying financial and analytical reports and dashboards, system validation and verification, and a host of other finance support tasks including creation of SOP documents, user guides and system instructions.

Additional information:
Candidates must be legally present in Hungary at the time of application, recruitment and hire.

For G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.

NOTE: A completed and relevant minimum first level university degree (equivalent to BA or higher) shall count in full (100%) towards the required years of work experience. Priority will be given to eligible applicants meeting the full requirements

Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.

G5 – Salary range: NET 684,443 HUF – NET 801,631 HUF.

Benefits:

Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).

Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).

Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.

Shortlisted candidates may be required to sit for a test. 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 (application, interview meeting, processing, training or any other fees).

English

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Operational context

Occupational Safety and Health Considerations:

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

Nature of Position:

The Division of Resource Management (DRM) is responsible for safeguarding and reporting on the financial resources entrusted to UNHCR. As the custodian of the Cloud ERP, DRM develops and upholds financial and administrative business processes, policies and procedures necessary to ensure that resources used efficiently, transparently, and cost-effectively.

Within Global Financial Services (GFS) of this division, the Financial Systems and Analytics Section (FSAS) manages the implementation, integration, and support of UNHCR’s financial applications landscape. FSAS ensures the reliability of financial data, the efficiency of related processes, and compliance with internal control standards.

The Senior Administration Assistant will join the solutions quality assurance team and report directly to a Business Analyst.

The main responsibilities of this position include:

• Supporting the end-to-end processes in your Area of Responsibility (AoR).

• Master data maintenance.

• Reprocessing of errored transactions due to system issues.

• Assisting users through Service Now and other support channels.

• Monitoring and supporting the integration of systems connected to the Cloud ERP, under the guidance of your supervisor.

• Liaising with 3rd parties, consultants and/or managed service providers

• Coordinating tasks with other services within DRS as well as with the Division of Information System and Telecommunication (DIST), when necessary.

• Collaboration with colleagues is essential, as you will work together to enhance and automate business processes using technology such as advanced Excel, BI tools, SharePoint, and Artificial Intelligence.

• Assisting the Business Analyst in analyzing and testing ERP functionality changes that result from upgrades, fixes, enhancements, or process changes.

• Resolving escalated issues.

• Managing internal documentation.

• Performing periodic tasks such as uploading

Living and Working Conditions:

 

Additional Qualifications

Skills

IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Certifications

Business Administration – Other, Finance – Other, Human Resources – Other, Office Management – Other

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration

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

Compendium

Additional Information

This position doesn”t require a functional clearance