Senior Administrative Assistant

April 29 2026

H (no hardship)

Family

GS5

General Service

Reason

Regular > Regular Assignment

Senior Administrative Assistant

Organizational Setting and Work Relationships
The Senior Administrative Assistant will provide administrative support to the office where the position is located.
The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent normally works under the direct supervision of more senior local or international staff who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.

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 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 in interpreting and processing of entitlements issuance of contracts and maintenance of various personnel records and files.
- Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records leave plans overtime and visa requirements.
- Search office files and records relating to a variety of topics for information and reference. Select information and records in specified format or on the basis of general instructions for use by others in preparing reports correspondence technical papers project or programme plans and general reference documents.
- Assist in requisition of office supplies equipment and arrange for distribution together with the appropriate inventory records.
- Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas licences travel arrangements and other similar documents.
- Draft correspondence and reports as required on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence documents and reports some of which may be highly confidential.
- Arrange appointments and maintain supervisors calendar receive visitors place and screen telephone calls and answer queries with discretion; Keep lists of names addresses and telephone numbers of ministers government officials and members of the diplomatic corps.
- Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds.
- Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.
- Prepare attestations and certificates required by the staff members for signature of senior officer.
- Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.

- 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 G5 - 2 years relevant experience with High School Diploma; or 1 year 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 field.
(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
IT-PeopleSoft Applications
(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 Host Country Administrative Support Unit sits within GIS in Budapest delivering a suite of administrative services to UNHCR staff at the GSC. Under the overall supervision of the Snr Land & Buildings Officer the position of Snr Administrative Assistant supports daily client-facing operations.

In partnership with the Government of Hungary UNHCR established the Global Service Centre (GSC) in Budapest in February 2008. The GSC was designed to consolidate global administrative and management functions to enhance organizational efficiency and cost-effectiveness.

Currently the GSC operates across two buildings (BSC1/Ipoly and BSC2/Duna Towers) totaling 11500 sqm of office space and hosting over 509 staff members. The Centre provides essential high-quality support in finance human resources IT and supply chain management empowering UNHCR operations worldwide to focus on protecting and assisting forcibly displaced and stateless populations.

The Global Infrastructure Section (GIS) within the Division of Resource Management (DRM) oversees building and facility delivery at the GSC. These includes 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.


The desired candidate should possess:

Comprehensive familiarity with diplomatic privileges and immunities including a deep understanding of the complexities involved in applying relevant policies and procedures acquired through hands-on experience in a similar function and working in an international organization.

At least one year of hands-on experience in diplomatic administration specifically managing visas residence permits diplomatic vehicles diplomatic mail and customs clearance.

Proven track record of managing large volumes of sensitive and confidential information.

Client-focused communication skills capability of delivering clear empathetic and solution-oriented support to staff members.

Strong analytical and problem-solving skills with demonstrated ability to interpret and apply policy provisions to individual cases ensuring compliance and consistency.

Excellent organizational and time management skills enabling efficient handling of multiple cases and administrative processes while maintaining precision accuracy and attention to detail.

Proactive approach to process improvement with motivation to contribute to initiatives that enhance operational efficiency and service delivery.

Fluency in both written and spoken formal Hungarian language.

Additional information:
Candidates are expected to have the right to work in Hungary. UNHCR does not facilitate the obtaining of the visa for recruitment.

For G5 - 2 years relevant experience with High School Diploma; or 1 year 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.
G5 - Salary range: NET 724718 HUF - NET 848943 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

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

Additional Qualifications

Skills

IT-Computer Literacy IT-Enterprise Resource Planning (ERP) UN-UN/UNHCR Administrative Rules Regulations and Procedures

Certifications

Business Administration - Other Finance - Other Human Resources - Other Office Management - Other

Competencies

Accountability Analytical thinking Client & results orientation Commitment to continuous learning Communication Organizational awareness Planning & organizing Teamwork & collaboration

Additional Information

This position doesnt require a functional clearance