Administrative Associate

Deadline for Applications September 16, 2026 Hardship Level H (no hardship) Family Type Family Residential location (if applicable) Grade GS6 Staff Member / Affiliate Type General Service Reason Regular > Regular Assignment Target Start Date 2026-10-01 Standard Job Description Administrative Associate Organizational Setting and Work Relationships The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks. The Administrative Associate is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or partners on subject matters which may be of importance to the Organization. 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 the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office. Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment. Provide administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in Cloud ERP and other systems. Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including processing of entitlement, issuance of contracts maintenance of various personnel records and files. Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements. Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals. Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required. Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action. Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility. Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records. In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services. Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records. 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 Business Administration, Finance, Office Management, Human Resources or other related fields. ; (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 FI-Application of Financial Rules, Regulations and Procedures SC-UNHCR Procurement Rules and Procedures BU-PeopleSoft EPM/Budget (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: Managing Resources Cross-Functional Competencies: Analytical Thinking Planning and Organizing Change Capability and Adaptability 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 Profile Operational Context With support from the Government of Hungary, UNHCR established the Budapest Service Centre (BSC) in February 2008. The purpose of the BSC was to consolidate administrative and management support functions previously based in Geneva to improve efficiency and reduce cost globally. The BSC is presently comprised of two office buildings (BSC1/Ipoly and BSC2/Duna Towers) with a total 11,500 sqm of office and common spaces, hosting over 500 staff. The BSC presently supports UNHCR to deliver reliable, high-quality, and consistent services in finance, human resources, IT, and supply, enabling UNHCR operations to focus on protecting and assisting forcibly displaced and stateless people. The Global Infrastructure Section (GIS) under the Division of Resource Management (DRM) manages the building and facilities delivery at the Budapest Service Centre. These consist of location specific activities such as building maintenance and operations, security, and general administrative support; ensuring all services are delivered in line with UNHCR policies and prevailing Memorandum of Understanding (MOU) with the Government of Hungary. Desired Candidate Profile Under the direct supervision of the Assistant Administrative Officer, the incumbent supports the effective day-to-day administration and facilities management of the assigned UNHCR office building in Budapest. The role focuses on ensuring the smooth delivery of operational and administrative services, coordinating with internal stakeholders and external service providers, and supporting a safe, functional, and professional working environment. The incumbent will work closely with colleagues across the Budapest Global Service Centre, landlords, vendors, contractors, and relevant authorities as required. The position may occasionally provide backup support to the other building or administrative functions during periods of absence or increased workload. The desired candidate should possess: Relevant professional experience in facilities, building, or office management, including coordination of maintenance activities, repairs, workspace management, and general building operations. Knowledge of occupational health and safety standards and building-related compliance requirements. Previous work experience within the United Nations system or another international organization would be an advantage. Demonstrated ability to build and maintain effective working relationships with a wide range of stakeholders, including staff members, contractors, vendors, landlords, service providers, and local authorities. Strong customer-service orientation is essential. Experience in vendor and contract management, including monitoring service delivery, coordinating maintenance requests, and supporting procurement-related activities in compliance with established procedures. Experience in event and meeting management, including coordination of logistics, conference facilities, catering services, visitor management, and other operational arrangements to support internal and external events. Knowledge of UNHCR procurement, financial and administrative processes or demonstrated experience working with procurement, purchasing, and contract administration within the organization, public institution, or large corporate environment. Strong organizational and problem-solving skills, with the ability to manage multiple tasks simultaneously, prioritize effectively, and ensure timely follow-up on operational matters. Excellent communication and teamwork skills, with proven ability to work effectively in a multicultural environment and provide professional support to a diverse client base. Proficiency in standard office applications and administrative systems used for facilities, procurement, and general office management activities. Oral and written proficiency in English and Hungarian is mandatory, with a minimum level of English C1 and Hungarian B2 (or native-level Hungarian proficiency). Additional information: Candidates are expected to be legally present in the country and have the right to work in Hungary at the time of their recruitment. UNHCR does not facilitate obtaining a visa for recruitment purposes. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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 854,066.5 HUF - NET 1,000,381 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). Required languages (expected Overall ability is at least B2 level): English , Hungarian , Desired languages , , Operational context Occupational Safety and Health Considerations: To view occupational safety and health considerations for this duty station, please visit this link: Nature of Position: Living and Working Conditions: Additional Qualifications Skills BU-PeopleSoft EPM/Budget, FI-Application of Financial Rules, Regulations and Procedures, IT-Computer Literacy, SC-UN/UNHCR Procurement Rules and Procedures, UN-UN/UNHCR Administrative Rules, Regulations and Procedures Education Certifications Business Administration - Other, Finance - Other, Human Resources - Other, Office Management - Other Work Experience Competencies Accountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration UNHCR Salary Calculator Compendium Additional Information Functional clearance This position doesn't require a functional clearance