Assistant Administrative Officer

January 21, 2026

H (no hardship)

FamilyFamily

NOA

National Professional Officer

Reason

Regular > Regular Assignment

2026-01-01

Assistant Administrative Officer

Organizational Setting and Work Relationships
The Assistant Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. The incumbent assists the Supervisor in all administrative matters addressing day to day tasks and contributing to deliver administrative activities.
S/he will contribute to establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services to ensure provision of services and resolution of difficult problems. Frequent external contacts are counterparts in other organizations or in national Governments at working level related to issues of importance to the Organization's programmes.

Direct supervision is received from the immediate supervisor. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations.

The incumbent may directly supervise general service staff.

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
- Monitor the day-to-day personnel and administrative operations of the office.
- Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assign General Service staff to meet work requirements.
- Supervises activities concerned with office and grounds maintenance, security, transport and similar services.
- Briefs international staff on general administrative matters, provide advice and ensure administrative support as required.
- Contributes to the preparation of submissions of new or revised procedures and practices.
- Prepares correspondence, special reports, evaluations and justifications as required on general administrative matters.
- Handles all personnel matters related to attendance records leave, issuance of visas, licence, etc.
- Coordinate training and capacity-building activities to staff in administrative related areas.
- Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets.

- 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 P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree

Field(s) of Education
Public or Business Administration; Economics; or other relevant field.

Certificates and/or Licenses
Not specified.

Relevant Job Experience
Essential
Not specified.
Desirable
Good knowledge of UNHCR's administrative rules and procedures. 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
CO-Strategic Communication
CO-Drafting and Documentation
SC-UN/UNHCR Procurement Rules and Procedures
BU-PeopleSoft EPM/Budget
MG-Resource Management
(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.

Under the direct supervision of the Snr Land & Buildings Officer, the Asst. Admin Officer ensures efficient operations at the BSC. He/She will be managing the day-to-day location specific activities at the BSC together with support of a small team, in close coordination with the supervisor and other key stakeholders. He/she will be required to work closely with Government entities or authorized personnel to ensure smooth running of the BSC and represent UNHCR at the UN/OMT and relevant Inter-Agency forums.

The desired candidate should possess:
• Experience and track record in delivering a broad range of administrative and/or facility management services. These can range from building maintenance & operations, security management, general administration (mail, conference facilities, green initiatives, archiving/storage), procurement management, and personnel services i.e. protocol, staff accreditation, visa / resident permits.
• Demonstrated experience in delivering client-oriented services, including managing complex situations that involve adhering to rigorous policy standards while simultaneously ensuring high levels of client satisfaction.
• Experience with UN or UNHCR administrative, financial, supply and human resources rules and procedures as well as relevant accountability frameworks. Experience with the UN Security Management System (UNSMS) would also be an advantage.
• Experience in workspace planning and promotion of healthy, safe and respectful working environment. This includes through application of interior design concepts, climate action, technological tools and other innovative approaches.
• Excellent communication and teamwork skills.
• Oral and writing proficiency in English and the Hungarian language is mandatory

Additional information:
Application open for all nationals with right to work in Hungary. UNHCR does not facilitate the obtaining of the visa for recruitment.

Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.

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

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

Nature of Position:

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 470 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.
 

Living and Working Conditions:

Additional Qualifications

Skills

BU-PeopleSoft EPM/Budget, CO-Drafting and Documentation, CO-Strategic Communication, IT-Computer Literacy, MG-Resource Management, SC-UN/UNHCR Procurement Rules and Procedures, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Bachelor of Arts: Business Administration, Bachelor of Arts: Economics, Bachelor of Arts: Public Administration

Certifications

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position requires Functional Clearance