JOB DESCRIPTION

Deadline for Applications

December 7, 2025

Hardship Level (not applicable for home-based)

D

Family Type (not applicable for home-based)

Non Family with Residential Location

Staff Member / Affiliate Type

UNOPS LICA6

Target Start Date

2026-01-01

Terms of Reference

The candidate would be required to undertake multiple administrative tasks ranging from administrative support for fleet management, managing office cleaners and security guards, undertaking low value procurement for the office, and coordinating task for the maintenance of the office; Financial tasks such as raising requisitions, payment requests processing, using petty / cash accounts transactions and supporting the monthly and yearly closing. She/ he would also be expected to help in HR responsibilities such as updating personnel information of staff, help in the recruitment process, and supporting the off and on boarding of staff. Basic Supply tasks such as low value procurement, engaging with vendors and helping with assets and inventory verifications. Additionally, this position may require the incumbent to support in warehouse maintenance, stocks and logistic related functions, which can include coordination at the sub-national level. Existing knowledge of Mandalay and the supply routes in the Northwest is an added advantage. Candidate should be a team player helping the staff in the performance of their duties.

Standard Job Description

Management Support Associate

Organizational Setting and Work Relationships

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.

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

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, licences, work permit, 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.

Minimum 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

Field(s) of Education

Not applicable.

Certificates and/or Licenses

Not specified.

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.

Functional Skills

AD-Contracts and invoice management

AD-Facility Management

AD-Monitor administrative and staff budget

AD-Office supplies management

BU-Budget and Financial Management

FI-General Financial Management

HR-Operational Workforce Planning

SC-Public procurement

(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

Judgement & Decision Making

Managing Performance

Managing Resource

Cross-Functional Competencies

Analytical Thinking

Planning & 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.

Required Languages

,

,

Desired Languages

,

,

Additional Qualifications

Skills

AD-Contracts and invoice management, AD-Facility Management, AD-Monitor administrative and staff budget, AD-Office supplies management, BU-Budget and Financial Management, FI-General Financial Management, HR-Operational Workforce Planning, SC-Public procurement

Education

Certifications

Work Experience

Other information

This position doesn”t require a functional clearance

Remote

No