Assistant Representative - Administration

D

Non Family with Residential LocationNon Family with Residential LocationDanger Pay

Budapest Hungary

PR5

Professional

Reason

Regular > Regular Assignment

July 3 2025

Assistant Representative - Administration

Organizational Setting and Work Relationships
The Assistant Representative - Administration will function under direct supervision of the UNHCR Representative. The incumbent will advise and assist the Representative in the overall management of UNHCRs administrative activities and issues of concern within the country operation in an effective and efficient manner which supports the Organizations mandate. The incumbent will also have direct working relationship/arrangement with the Head of UNHCR offices within the country. S/he will also have a responsibility to monitor coach and guide and intervene with the staff in the country.
UNHCR is well integrated into the UN Resident Coordinator System.

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 UNHCRs core values of professionalism integrity and respect for diversity.

Duties
- Assist the Representative in the overall management of UNHCRs activities and issues of concern within the country of assignment to ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR.
- Monitors the day-to-day operation of the office identify problems and take appropriate action to overcome these through constructive changes.
- Ensure that the administrative budget and post requirements are finalised accurately and incorporated into the Country Operations Plan.
- Liaise where applicable with staff in other offices in the country of responsibility to ascertain that the quality of administrative support being provided is adequate.
- Maintain an up-to-date and detailed understanding of UNHCR administrative policies and procedures in order to provide accurate information.
- Manage personnel through regular performance appraisals coaching and assessments of staff training and development needs.
- Ensure that essential services for the general welfare of staff i.a. living and working conditions health education recreation etc. are in place. This includes the establishment of proper and efficient mechanisms to assist staff suffering from work-related pressure or post traumatic stress.
- Play an active role in the Security Management Team (SMT) in the relevant country and the inter-agency security and contingency planning process; ensure that appropriate security measures and evacuation plans are in place to protect UNHCR staff; and that security guidelines and procedures as outlined by the Designated Offcial and UNDSS are complied with.
- Act as Officer-in-Charge in the absence of the Representative.
- Enforce local compliance with UNHCRs workplace standards.
- In coordination with headquarters and the regional office enforce country-level compliance with UNHCRs financial rules.
- Enforce compliance with UNHCRs human resources policies (e.g. policies on gender disabilities diversity ethics and HIV/AIDS).
- Allocate resources to meet minimum standards for staff working and living conditions
- Clear the submission of the country operations plan (admin budgets staffing levels and structures).
- Represent UNHCR in UN and other operations management fora.
- Enforce compliance with UNHCRs global strategies protocols and guidelines.

- Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate as needed. If a Risk Owner designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year as needed.
- Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience
Years of Experience / Degree Level
For P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

Field(s) of Education
Business Administration; Economics; International Relations;
Political Science; International Law; or other relevant field.

Certificates and/or Licenses
HCR Management Lrng Prg;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Not specified.

Desirable
- Solid UNHCR experience from both the Field and Headquarters.
- UNHCR specific learning/ training activities (i.e Management Learning Programme Protection Learning Programme).

Functional Skills
EX-Intergovernmental Organization/International Organization (United Nations or similar);
EX-Field experience with UNHCR and/or with other humanitarian organizations;
EX-HQs experience with UNHCR and/or with other humanitarian organizations;
*MG-5 years of managerial experience;
(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.

The incumbent is expected to have strong knowledge of staff rules and regulations financial rules and regulations and excellent resource management skills. The incumbent will research develop and implement guidelines and policies in line with the existing rules and regulations for the effective and efficient management of the human administrative and financial resources of the operation. Given the continuously evolving security and operational context in Ukraine the incumbent is expected to work proactively with their team to find solutions to issues and gaps within their areas of responsibility that may not be precisely regulated in existing policies and guidelines. Key is to work proactively think and plan ahead and assume responsibility and accountability for the timely comprehensive and professional implementation of solutions.

Also since the Ukraine operation will be affected by the ongoing realignment efforts and need to further consolidate and downsize as we will be four years into the emergency response the Assistant Representative (Admin) will play a central role in ensuring a sensitive and people-centered implementation of these challenging efforts.

This position is an integral part of the Senior Management team reports to the Representative and will be accountable for leading and managing the admin ICT HR staff welfare (welfare Officer and connections with UN Medical Coordinators) and finance functions within the operation and work closely with the Security function and operations and provide strategic as well as technical advice on areas under their supervision to the Senior Management team. They will play a key role in drafting and implementing the countrywide operational strategy and coordinate with the Bureau Regional Office and relevant units in Headquarters on matters that relate to Administration Human Resources Finance and ICT.

The incumbent will also play an active role in the UNs inter-agency Operation Management Team (OMT) in the country as well as inter-agency security contingency and BPC planning process to ensure that appropriate security measures evacuation plans and preparedness are in place to protect UNHCR staff and that security guideline and procedures as outlined by the SMT and Designated Official are complied with. The incumbent is expected to have solid finance competency as well as years of experience with managing Human and Financial Resources. They should have the seniority and be accountable to make decisions in their areas of responsibility in an efficient manner in compliance with the rules and regulations of UNHCR. The incumbent should have demonstrated strong interpersonal and managerial skills in leading managing and coaching a large team of national and international staff. It is very important that the incumbent is not only a manager but also a colleague who is ready to be hands-on and directly support members in their team to complete tasks in a timely way. Team spirit is a must. The incumbent also needs to display sound representational skills as the position could be requested to interact with different officials including but not limited to the Protocol Department of the Ministry of Foreign Affairs and the other officials on issues related to visa and residency of staff members as well as other issues related to diplomatic privileges and immunities such as conscription. Strong political awareness is essential in a highly complex and sensitive high-security risk environment. Proven strong leadership coaching and supervision skills are a must.

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station please visit: of Position

The United Nations High Commissioner for Refugees (UNHCR) has been present in Ukraine since 1994 and substantially increased its presence and response after the full-scale invasion of Ukraine in February 2022. The geographical presence within Ukraine has significatively expanded to deliver the emergency response. The country office is located in the capital Kyiv and sub- and field offices are currently located in Dnipro Kyiv Lviv Odesa and Kharkiv.

The war in Ukraine has caused death and suffering on a dramatic scale. In 2025 more than 12.7 million people are in urgent need of humanitarian assistance and protection according to the 2025 Humanitarian Needs and Response Plan. Some 3.7 million people are internally displaced while around 6.8 million refugees from Ukraine are recorded across Europe and beyond. Some 75000 people including some of the most vulnerable notable older people and people with disabilities live in collective sites spread across the country. Ukraine also hosts asylum-seekers and refugees and is home to thousands of people who are stateless or at risk of statelessness.

The massive destruction of civilian infrastructure with the energy sector being particularly targeted has made life extremely challenging for millions of people who have lost their homes and livelihoods and has severely disrupted access to electricity water heating as well as critical services including healthcare education and social protection services. Humanitarian access continues to be hampered particularly in frontline areas as well as to areas under temporary occupation of the Russian Federation. Civilians remain exposed to serious risks to their physical security and integrity particularly in eastern and southern regions of Ukraine. The risk of GBV including sexual violence continues to prevail alongside family separations loss of housing and properties as well as identity and civil documentation. Populations displaced or otherwise affected by the war live in situations of deprivation following the loss or damage of their housing loss of income and often become dependent on an overstretched social protection system.

The Government of Ukraine maintains a strong lead role in responding to the needs of its population and UNHCR supports the Government and its central and local institutions to provide protection shelter/housing cash and in-kind assistance to displaced and other people impacted by the war. Currently UNHCR has MOUs with five-line ministries the First Ladys foundation as well as the Office of the Ombudsman 19 regional state administrations and agreements with 14 partners to deliver assistance and support the localization of the response.

Under the leadership of the UN Humanitarian Coordinator UNHCR operates as part of the Inter-agency humanitarian response working in close coordination with local authorities and humanitarian partners. UNHCR is leading three clusters - Protection Shelter and NFIs and CCCM. The strategic orientation of UNHCRs response is to reach people particularly those with specific vulnerabilities who remain in frontline and heavily affected areas with immediate relief while supporting displaced people and those who have remained in their homes or returned with protection advice housing support livelihoods advice and cash assistance to enable their recovery and attainment of durable solutions.

Protection needs to be truly at the center of this response as the highest critical needs of the population caused by the international armed conflict are in the area of protection. Since Ukraine is a highly sophisticated country with a strong government leadership and well-established administrative social protection and digital systems it is essential to design and deliver UNHCRs protection programs in a way which simultaneously addresses immediate needs and supports the further development of sustainable and inclusive national protection systems.

With the EU having voted to confirm Ukraines accession to the EU at the end of 2023 Ukraine will also embark on a series of substantial and long-term reforms in numerous sectors including justice and home affairs which presents an opportunity to contribute to strengthened and more inclusive protection asylum and statelessness reduction systems. Working closely with government authorities local community representatives and partners from the embassies UN civil society and international financial institutions amongst others is thus key to ensuring that UNHCRs response is closely aligned with and complementary of national and local strategies and recovery plans.

As the war continues new urgent humanitarian needs are created every day alongside protracted ones and peoples and communities efforts to recover and rebuild their lives in war-torn communities. Among the IDPs and refugees from Ukraine the majority express a hope and desire to return to their homes as soon as the security situation allows. The protection needs of the population thus need to be analyzed and addressed both from a humanitarian as well as from an early recovery and durable solutions perspective with UNHCR playing a leading role in this work.

As the international armed conflict is ongoing and the security situation continues to evolve the Assistant Representative - Administration is a core member of the senior management team and plays a key role in developing and refining the office and staffing structure across the operation to ensure it remains fit for purpose in an evolving context and that due consideration is taken to staff rights and wellbeing ensuring duty of care. In such a large and continuously evolving operation which has experienced considerable staffing changes since the start of the emergency in February 2022 the Assistant Representative - Administration proactively guides and coaches the teams under his/her supervision namely admin HR finance ICT and staff welfare to build their capacity and ensure compliance with financial admin and HR rules and regulations. The incumbent is also expected to work closely with the Senior Field Security Coordinator to ensure that staff safety and security considerations are firmly integrated into relevant admin HR ICT and staff welfare policies and procedures.

Living and Working Conditions

Ukraine is currently designated as a non-family country location with Dnipro and Kharkiv classified as E duty stations and Odesa as a D duty station with 4-week R&R cycle whereas Kyiv and Lviv are classified as D duty station with 6-week RR Cycle and Budapest being a designated R&R location for all duty stations. English is not widely spoken access to hard currency is possible from local banks (rents are normally paid in USD). International staff rent private apartments in the cities of their duty stations. The quality of life is of average European standard with relatively solid infrastructure. However the volatile security situation which includes frequent missile and drone attacks that trigger air raid alarms requiring immediate move to the shelters (frequently during nights) affects the living and working environment on everyday basis resulting with sleep deprivation high levels of stress affecting the staff welfare and wellbeing. In addition due to massive attacks on the countrys critical infrastructure there are frequent and prolonged electricity power cuts coupled with lack of generators in private multistorey buildings and apartments which may also affect elevators heating water and possible sewage systems leading to an overall unpredictable and at times difficult living situation especially in winter. Due to the state of war there is a country wide curfew in place from 00:00-05:00 every day. Also all airports are closed and air-traffic is not available resulting in travel within and in and out from/to Ukraine being done mainly by car and local trains supported by official shuttle for Poland and Moldova border crossing. Average train ride combined with shuttle by road from Kyiv to Poland Hungary or Moldova airports ranges from 11-17 hours with train tickets selling very quickly. Movement between different locations within and outside Ukraine is not allowed during workdays and weekends/public holidays unless there is a specific approval from the Agency Representative.

Security

The international armed conflict in Ukraine is ongoing and the Russian Federation Armed Forces temporarily occupy parts of Donetsk Luhansk Kherson and Zaporizhzhia regions. The frontline is the primary area of kinetic military operations particularly in the eastern and southeastern regions and north of Kharkiv. Cruise missiles ballistic missiles aero-ballistic missiles and unmanned aerial vehicles (UAVs) have been targeting vital civilian and military sites including airports since the start of the invasion. As a result commercial air travel is suspended and vehicles and trains are the only modes of transportation. Since 2023 there has been an increase in attacks targeting civilian infrastructure throughout the country.

Whilst the UN has not been targeted directly the threat of collateral damage continues to remain in place with cases of UNHCR IPs reporting collateral damages and several humanitarian workers recorded as been killed and injured since the start of the full-scale invasion. The UN Security Management System (UNSMS) applies a comprehensive Security Risk Management (SRM) process to identify security threats and evaluate risk levels. The security risk levels are regularly reviewed. Currently the most significant threats and hazards are associated with the international armed conflict with current risk levels ranging from high to Very High or Unacceptable in areas with ongoing hostilities.

This has resulted in a decrease of humanitarian space making it difficult and sometimes impossible to access people in need in frontline areas. When assessing risk levels the security personnel and the UNHCR Representative as part of the countrys Security Management Team adhere to the SRM process as defined by the UNSMS. In general the projected risk level in all three SRM areas where the UN/HCR operates is High.

Therefore applicants for positions in Ukraine should be prepared to work in a highly dynamic security environment where unexpected events occur frequently. Air raids are common and staff may be required to work from bunkers or underground car parks metro stations and other locations for extended periods. Power and water outages are to be expected and will make life more challenging during the winter months. Depending on the evolution of the war disruptions to public services such as shops banks and restaurants may occur. Curfews are in place throughout the country and mission travel must be authorized by the Representative or designated managers subject to the completion of mandatory BSAFE SSAFE and IFAK training and security clearance procedures. Private trips within the country are prohibited for international staff.

The Field Security Unit works closely with UNDSS and other interlocutors of the UNSMS to ensure that program activities can be implemented within the acceptable level of risk by following the required measures and procedures set up and approved by the Designated Official. Due to the countrys evolving operational and security environment UNHCR needs to maintain strong security contingency preparedness supporting its mandate of providing protection and assistance to people in need.

Additional Qualifications

Skills

BU-Budget and Financial Management HR-HR Risk Assessment and Mitigation MG-Office Management MG-Resource Management MG-Resource Mobilization Techniques and Guidelines

Education

Bachelor of Arts: Business Administration Bachelor of Arts: Economics Bachelor of Arts: International Law Bachelor of Arts: International Relations Bachelor of Arts: Political Science

Certifications

HCR Management Learning Program - UNHCR

Work Experience

Competencies

Accountability Analytical thinking Client & results orientation Commitment to continuous learning Communication Empowering & building trust Judgement & decision making Leadership Managing performance Managing resource Organizational awareness Political awareness Stakeholder management Strategic planning & visions Teamwork & collaboration

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Additional Information

This position requires Functional Clearance