JOB DESCRIPTION

H (no hardship)

Family

Family

NOA

National Professional Officer

Reason

Regular > Regular Assignment

2025-10-01

August 19, 2025

Assistant Personnel Administration Officer

Organizational Setting and Work Relationships

The Assistant Personnel Administration Officer is a member of the Personnel Administration Section (PAS) within the Global Shared Services in Budapest. The incumbent works under the direct supervision of a more senior member of the personnel administration staff. S/he supervises a team of Personnel Administration Associates and Senior Personnel Administration Assistants (PAAs), and operates independently in a discreet working environment where various personnel administration matters are discussed and actions are initiated.

Confidentiality in all personnel matters, along with courteous and efficient client service, is key aspects of this role. The incumbent is expected to maintain effective and cordial working relationships with UNHCR staff members and other counterparts, both within and outside the Organization, to ensure timely action while demonstrating discretion, confidentiality, and professionalism in all interactions.

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

• Interpret and apply the UN Staff Rules and Regulations and administrative procedures related to Personnel and People Management matters, to ensure their consistent and uniform implementation for UNHCR staff.
• Actively support the development of UNHCR policies and the adjustment of existing processes and procedures following the issuance of new policies, thereby contributing to the delivery of timely and up-to-date services to staff members and UNHCR offices.
• Provide clarification, guidance, and counselling to supervisees regarding staff members’ eligibility for benefits and entitlements under their respective conditions of employment.
• Monitor personnel-related correspondence between supervisees and staff members or UNHCR offices to ensure accuracy, confidentiality, and timely responses. Where necessary, liaise directly with staff members or offices on escalated issues or refer them for higher-level consideration.
• Support the review and clearance of submissions for approval concerning staff movements, entitlements, and benefits, as well as requests for exceptions requiring higher-level consideration.
• Participate in recruiting, appointing, and selecting candidates for PAS vacancies. Coach and guide newly recruited staff on administrative and financial processes and standard operating procedures. Train and support supervisees in applying UN HR rules and procedures in accordance with established UNHCR policies. Actively contribute to assessing the training needs of General Service staff.
• Support regular audits and verifications of staff personnel data entries by supervisees or other auditees in the people management database, ensuring that any discrepancies identified are addressed with appropriate and timely corrective actions.
• Approve payments, disbursements, and statutory claims within the scope of delegated authority, in accordance with established UNHCR administrative and financial rules and official issuances.
• Assist in overseeing the maintenance of personnel records to ensure they are comprehensive, confidential, and up to date.
• Initiate and oversee compliance with the performance appraisal and management system for direct supervisees.
• Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making is 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

Personnel Administration;                               Personnel Management;                               

Human Resources Management;                   or other relevant field.

Certificates and/or Licenses

Not specified.

Relevant Job Experience

Essential

Experience in progressively responsible functions in an office that administers and manages a large number of staff, preferably within the UN system.

Desirable

Completion of specific UN or UNHCR training or learning programmes in management, HR and Administration or Finance. Proven experience in dealing with multiple tasks in a courteous and service-oriented manner in demanding working conditions with short deadlines. Experience in producing high-quality output with desirable results.

Functional Skills

*IT-Computer Literacy;

UN-UN/UNHCR Administrative Rules, Regulations and Procedures;

HR-HR Policies-Trends/initiatives/best practices in UN Common Syst, public&private sectors;

CO-Cross-cultural communication;

HR-Administration of Staff Contracts and Benefits;

(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 and Building Trust

Judgement and Decision Making

Managing Resources

Cross-Functional Competencies:

Analytical Thinking

Planning and Organizing

Technological Awareness

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.

1. Strong leadership and team management, fostering a supportive and empowering work culture.
2. Proactive in process and system improvements, driving efficiency and accuracy.
3. Expertise in HR systems (e.g., Workday), with practical application to optimize workflows.
4. Commitment to continuous learning and development, for self and team.
5. Effective knowledge sharing and training, enhancing team competence and independence.
6. Skilled in change management, ensuring smooth transitions during restructuring.
7. Sound judgment and objective decision-making, even in complex situations.
8. Alignment of team goals with organizational values, promoting purpose and direction.
9. Client-oriented mindset, ensuring high-quality and responsive service delivery.
10. Promotes innovation, accountability, and collaboration, inspiring trust and team engagement.

Additional information:
Candidates of any nationality are eligible to apply if they are able to be legally work and reside in Hungary at the time of recruitment.

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

Benefits:
Annual leave: UNHCR staff members holding a temporary 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://wwwnc.cdc.gov/travel.

Nature of Position:

The Assistant Personnel Administration Officer position is part of the team of the Personnel Administration Section (PAS) within the Division of People Management (DPM). The Section is transitioning to the Global Shared Services Centre (GSSC) in Budapest. This role of Asst Personnel Admin Officer is pivotal in ensuring the consistent and timely delivery of HR administrative services currently to the staff in the international professional category, to be in future expanded to the staff in the local categories worldwide.

The incumbent will lead a team of between three to six Personnel Administration Associates, each responsible for administering HR transactions that directly impact staff entitlements and benefits. While the nature of the work is standardized, the team members bring diverse strengths and developmental needs. The role is expected to exercise strong managerial acumen to ensure tailored guidance, and consistent quality across the team’s outputs. This includes fostering a supportive environment that promotes learning and accountability, while also ensuring that service delivery meets the high standards and strict timelines defined by service level agreements (SLAs).

Given the sensitive nature of personnel matters, the role demands a high degree of discretion, empathy, and professionalism. The incumbent will often engage with staff members who may be experiencing frustration or dissatisfaction due to administrative decisions. As such, the role requires the ability to communicate clearly, manage expectations, and de-escalate concerns with tact and respect is essential.

The position also requires close collaboration with various stakeholders across the organization, including colleagues who may not be familiar with HR policies or terminology. The ability to adapt communication styles to suit different audiences and ensure mutual understanding is essential for the function.

A key aspect of the role involves the implementation of HR policies and procedures developed by the Division of People Management. The incumbent is expected to provide feedback and insights based on operational experience to inform potential policy revisions and improvements to standard operating procedures.

The incumbent must also ensure compliance with audit requirements and maintain accurate, confidential personnel records.

Living and Working Conditions:

Additional Qualifications

Skills

CO-Cross-cultural communication, HR-Administration of Staff Contracts and Benefits, HR-HR Policies-Trends/initiatives/best practices in UN Common Syst, public&private sectors, IT-Computer Literacy, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Bachelor of Arts: Human Resources Management, Bachelor of Arts: Personnel Administration, Bachelor of Arts: Personnel Management

Certifications

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness

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

Compendium

Additional Information

Please peruse Desired Candidate Profile before applying. There is no additional language requirement for this position. Applicants may be required to sit for a written test.

This position doesn”t require a functional clearance