JOB DESCRIPTION

H (no hardship)

Family

Family

GS6

General Service

Reason

Regular > Regular Assignment

2025-10-01

August 19, 2025

Personnel Administration Associate

Organizational Setting and Work Relationships
The Personnel Administration Associate is a member of the Personnel Administration Section (PAS), within HR Staff Services in Budapest. The incumbent will be under the direct supervision of the Personnel Administration Officer (PAO), or a senior staff member within the sub-unit designated by the PAO. The incumbent works independantly on regular assignments with an oversight from the supervisor who provides general guidance and work plans for identifying work priorities and appropriate approaches. S/he will be working in a working environment in which various personnel administration issues will be discussed and actions initiated. The confidentiality of all personnel matters and the need to deal with clients in a courteous and efficient manner are salient features of this position.

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
– Ensure adherence to rules & regulations and standard operational procedures as per established policies.
– Administer HR processes, benefits and entitlements for internationally recruited staff, and for locally recruited staff at Headquarters Geneva within a designated Bureau/Division
– Interpret and apply the UN Staff Rules and Regulations to ensure uniform and consistent application of administrative rules and procedures on concerned UNHCR staff.
– Advise staff members on their eligibility for benefits and entitlements within their respective conditions of employment.
– Ensure that staff personnel data are correctly entered in the MSRP Human Resources database and take appropriate action when required.
– Maintain effective and cordial working relationship with UNHCR staff members and other counterparts within the Organization as well as outside in order to ensure expedition of required action(s) observing discretion, due confidentiality and courtesy in all his/her dealings with staff members and the counterparts.
– Control and manage personnel records and monitor personnel related correspondence between UNHCR Offices and PAS with a view to ensure accurate and timely responses are given at all the time.
– Stay abreast of policy developments and application of administrative procedures on Personnel/Human Resources issues so that appropriate responses can be given to various queries by the staff members and managers.
– Prepare payments/disbursements/statutory claims that are due to UNHCR staff members and other clients as per established UNHCR admin/finance rules and other official issuances.

– 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 G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
not applicable

Certificates and/or Licenses
Human Resources Management;
Personnel Administration; or other relevant Field(s)

(Certificates and License marked with an * are essential)

Relevant Job Experience
Essential
not specified

Desirable
not specified

Functional Skills
*HR-Local mass recruitment
*UN-UN/UNHCR Administrative Rules, Regulations and Procedures
*IT-Computer Literacy
HR-PeopleSoft Human Capital Management
IT-ERP (Enterprise Resource Planning) Functional Knowledge
(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.

1. Extensive experience in entitlement and benefit administration, including individual case management and direct client interaction, with a deep understanding of the complexities involved in applying relevant policies and procedures.
2. In-depth knowledge of UN Staff Regulations and Rules, administrative instructions, and other regulatory frameworks governing staff entitlements and benefits, acquired through hands-on experience in a similar function.
3. Advanced proficiency in Workday, particularly in the Human Capital Management (HCM), Absences, and Compensation modules, with the ability to navigate and utilize system functionalities to support accurate and efficient processing of benefits.
4. Strong analytical and problem-solving skills, with demonstrated ability to interpret and apply policy provisions to individual cases, ensuring compliance and consistency.
5. Experience in high-demand environments, with proven ability to prioritize tasks effectively while maintaining precision and attention to detail.
6. Adaptability and flexibility, with a track record of successfully managing shifting priorities and evolving scopes of work.
7. Excellent organizational and time management skills, enabling efficient handling of multiple cases and administrative processes.
8. Client-focused communication skills, capable of delivering clear, empathetic, and solution-oriented support to staff members.
9. Proactive approach to process improvement, with motivation to contribute to initiatives that enhance operational efficiency and service delivery.

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

For G6 – 3 years relevant experience with High School Diploma; or 2 years 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.

G6 – Salary range: NET 806,457 HUF – NET 944,644 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:

Nature of Position:

The Personnel Administration Associate 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 Center (GSSC) in Budapest. The position will report to an assigned Line Manager and will be embedded within one of four specialized teams:  Onboarding & Dependency Benefits, Mobility, Absence & Compensation, Offboarding. Depending on the surge in the workload, the role may be rotated between the teams, as required.

 

Serving as a key entry point for determining staff eligibility for benefits and entitlements, the Personnel Admin Associate plays a critical role in the timely and accurate processing of related business transactions and CASEs. Workday is the primary platform through which these tasks are executed, requiring a strong command of its functionalities and workflows.

 

At the time of the advertisement of the position, the Section’s scope includes personnel administration of the staff in the International Professional category and General Service staff in HQ Geneva. However, this scope may expand to include locally recruited staff in other duty stations globally, requiring adaptability and readiness to support a broader client base.

 

The incumbent will maintain close cooperation with the other functional streams, within DPM as well as GSSC. As the Section’s operating model evolves post-transition, the Associate must be prepared to adapt swiftly to new processes and service standards, including transaction handling within defined Service Level Agreements (SLAs).

 

Given the sensitive nature of personnel matters, the function demands a high degree of discretion, empathy, and professionalism. The ability to manage time effectively, prioritize competing tasks, and process a high volume of transactions with precision is essential. In addition to core responsibilities, the Personnel Administration Associate is expected to contribute to the continuous improvement of business processes in Workday, supporting the Section’s commitment to operational excellence and service innovation.

Living and Working Conditions:

 

Additional Qualifications

Skills

HR-Local mass recruitment, HR-PeopleSoft Human Capital Management, IT-Computer Literacy, IT-ERP (Enterprise Resource Planning) Functional Knowledge, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Certifications

HCR Learning Program – UNHCR, Human Resources Management – Other, Personnel Administration – Other

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, 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