Deadline for Applications
September
Hardship Level
H (no hardship)
Family Type
Family
Family Type
Family
Residential location (if applicable)
Grade
GS6
Staff Member / Affiliate Type
General Service
Reason
Regular >
Regular Assignment
Target Start Date
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 UNStaff 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
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 elevate 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 traveletc.
- 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
* 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 secure 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
Proven ability to work flexibly and professionally under pressure with strong adaptability to changing circumstances.
Extensive experience in accounting / bookkeeping including use of ERP systems such as Oracle Cloud ERP.
Skilled in budget preparation expenditure monitoring and financial reporting to senior management.
Sound understanding of internal controls frameworks.
Experience in procurement planning and coordination of local procurement activities.
Ability to liaise effectively with government and external partners for services such as visas and tax exemptions.
Solid background in HR management with familiarity in HR policies and digital platforms like Workday.
Ability to guide and advise colleagues on Staff Rules and Regulations Organizations HR policies and Administrative Instructions and their implementation.
Technologically proficient in platforms including SharePoint MS Teams and Microsoft Office 365.
Strong problem‑solving organizational and time management skills with attention to details ability to multitask and meet deadlines.
Capable of prioritizing tasks and maintaining a calm solution‑focused approach in dynamic environments and client‑oriented skills.
High standards of professionalism integrity and discretion with respect for diversity and confidentiality.
Experience in implementing records management systems and policies.
Excellent oral and written communication skills in English.
Must be physically based in Canberra and work in the office.
Preferred Qualifications
Sound understanding of UNHCRs mandate and its role as a United Nations agency and humanitarian protection organization.
Experience with UN / UNHCR financial rules regulations and procedures.
Eligibility
Applicants must be Australian citizens or permanent residents with full‑time work rights as of the vacancy closing date.
Remuneration
A competitive compensation and benefits package is offered. For information on UN salaries allowances and benefits please visit the portal of the International Civil Service Commission at :
No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and / or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application interview processing or any other fees).
UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender nationality and culture. All applications will be treated with the strictest confidentiality.
UNHCR has a zero‑tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General's Office (IGO) at through the online complain form at or by confidential fax :.
Occupational Safety and Health Considerations
To view occupational safety and health considerations for this duty station please visit : of Position :
Living and Working Conditions
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
Competencies
- Accountability
- Analytical thinking
- Client & results orientation
- Commitment to continuous learning
- Communication
- Judgement & decision making
- Managing performance
- Managing resource
- Organizational awareness
- Planning & organizing
- Teamwork & collaboration
- Technological awareness
UNHCR Salary Calculator
Additional Information
Functional clearance
This position doesn't require a functional clearance
Required Experience :
IC
Key Skills
- Portfolio Management
- Wealth Management
- Financial Services
- Hybris
- Microsoft Word
- Banking
- Cash Management
- Data Management
- Microsoft Powerpoint
- Securities Law
- Microsoft Excel
- Internet Of Things
Employment Type
Full‑Time
Experience : years
Vacancy : 1
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