Deadline for ApplicationsNovember 27, 2025
GradeGS6
Staff Member / Affiliate TypeGeneral Service
ReasonTemporary > Temporary Assignment/ Appointment
Hardship LevelB
Family TypeFamily<p></p><p></p>
Residential location (if applicable)
Target Start Date2025-12-01
Target End Date2026-06-30
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.
Desired Candidate ProfileGlobal 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.
This position is part of the GSS satellite centre and will report to the GSS Assistant Management Support Officer – Human Resources in the respective location. The incumbent will provide support and collaborate with the operational teams in achieving high-quality outcomes and enhancing customer satisfaction. The incumbent will:
· 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.
Desired Candidate Profile:
The incumbent is required to have excellent analytical, communication and coordination skills, allowing him/her to make judgment calls and be able to escalate sensitive issues as appropriate. The impact of the work has a high reputational risk to the organization.
· Proven experience in human resources management and MIP.
· Familiarity with UNHCR HR policies, systems (e.g., Workday, Cloud ERP), and procedures.
· Strong understanding of local personnel administration, contract management, and MIP-related processes.
· Ability to manage sensitive HR issues with discretion and professionalism.
· Well-developed organizational and interpersonal skills, with the ability to work effectively in a team-oriented environment
· Strong analytical skills, including monitoring KPIs and SLA metrics, reviewing open transactions, and identifying operational risks or control weaknesses.
· Practical knowledge of MS Office is essential.
· Fluent in English
Additional information:
Candidates are expected to have the right to work in Kenya. UNHCR does not facilitate the obtaining of the work visa for recruitment.
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).
Functional ClearanceThis position doesn't require a functional clearance
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Additional Qualifications
SkillsAD-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
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