Associate Management Support Officer

November 22, 2025

A (least hardship)

FamilyFamily

NOB

National Professional Officer

Reason

Regular > Regular Assignment

2025-12-01

Associate Management Support Officer

Organizational Setting and Work Relationships

The Associate Management Support Officer contributes to the effective delivery of management support services across key operational areas such as human resources, finance, supply chain, and administration. The incumbent supports the coordination of cross-functional processes and ensures operational activities are aligned with relevant guidelines and procedures. Working under the supervision of a more senior staff member, s/he assists in strengthening compliance, supporting operational planning, and promoting efficient service delivery. The role involves collaboration with functional counterparts and field offices to address routine management support issues and implement improvements as guided.

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

Human Resources

• Assist in workforce planning, recruitment, and onboarding processes in coordination with HR focal points.
• Provide basic guidance on the application of HR policies and support contract administration.
• Facilitate the implementation of performance management tools and staff learning initiatives.
• Support efforts to promote diversity, inclusion, and compliance with HR procedures.

Financial Management

• Participate in the preparation and monitoring of office and operational budgets.
• Compile and verify financial data for reporting and compliance with donor and UNHCR requirements.
• Support financial trend analysis to assist in planning and resource allocation.
• Liaise with Finance colleagues to ensure timely documentation and audit readiness.

Supply Chain and Procurement

• Assist in procurement planning and ensure proper documentation of procurement actions.
• Monitor delivery of goods and services and support asset and inventory tracking.
• Coordinate with relevant staff on the use of enterprise systems for procurement and logistics.

Administrative and Office Management

• Provide support in managing administrative functions such as travel, facilities, and records management.
• Assist in the rollout of IT tools that support operational processes.
• Contribute to consistency of administrative practices across units.

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 P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

Field(s) of Education

Business Administration                     Finance                 Human Resources

Supply Chain Management                or other relevant field.

Certificates and/or Licenses

Not specified.

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Relevant experience in multi-functional management support roles in international, governmental, or non-profit organizations.

Desirable

Supervisory experience is an asset. Experience with Workday ERP, Oracle Cloud across multiple modules (People Management, Finance, Procurement) in a UN or international organization context.

Functional Skills

CO-Cross-cultural communication

FI-General Financial Management

HR-Administration of Staff Contracts and Benefits

SC-Supply Planning

DM-Data management

DM-Data governance, quality assurance and preservation

(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

Empowering & Building Trust

Judgement & Decision Making

Managing Performance

Managing Resource

Cross-Functional Competencies

Technological Awareness

Analytical Thinking

Change Capability & 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.

The incumbent is required to have excellent analytical skills, allowing him/her to make judgement calls and be able to escalate sensitive issues as appropriate. The impact of the work has a high reputational risk to the organization. The incumbent must have proven experience in:

· Good understanding of service level agreements/key performance indicators (SLAs, KPIs) and service management tools (ServiceNow etc).

· Understanding of QA frameworks, compliance standards, and KM best practices.

· Understanding of business processes – HR, Payroll, Finance, Supply, IT etc.

· Strong analytical and problem-solving skills.

· Excellent communication and stakeholder engagement skills.

· Experience working in multicultural environments and managing competing priorities.

· Fluency in English & Spanish; additional UN languages are an asset.

· Ability to translate business requirements into solutions.



Additional information:

Application open for all nationals with right to work in Panama.

Candidates must be nationals or legal residents of Panama. The candidates who are not nationals of Panama but are legally residing in the country must demonstrate a proof of residency and work permit at the time of application.

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).

Deadline for Applications: November 23rd, 2025 (Midnight, Geneva Time)

English

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Spanish

,

,

,

Operational context

Occupational Safety and Health Considerations:

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

Nature of Position:

Global Shared Services (GSS) provides location-independent transactional services in Finance, Payroll, Human Resources, Supply, and IT, to enable operations to focus on strategic and context-specific priorities globally. The GSS located in Budapest serves as the backbone of the service, which is supported by satellite teams in Panama, Amman, Kuala Lumpur, Dakar, and Nairobi.  The GSS also works very closely with all enabling functions, DPM, DRM, DEPS, and ITS, to ensure policies and controls are implemented and delivered in an efficient manner. The strategic direction and operating modalities of the service are governed by the GSS Advisory Board.  

 

This position is part of the Contact Center Section of the GSS and will report to the Chief of Contact Centre.  The incumbent will serve as the Lead of the Panama GSS Satellite Centre, overseeing the delivery of support services across functional domains. The incumbent will ensure service quality, manage escalations, and coordinate with the Budapest hub and other satellite teams to maintain seamless operations and ensure service continuity.  The incumbent will work closely with service owners, and different teams to ensure services are delivered as per business needs and organizational standards.  In addition, the incumbent will also be responsible for driving service excellence, ensuring compliance with quality standards and strengthening knowledge frameworks. 

 

Key Responsibilities 

- Oversee daily operations of the Panama satellite team, ensuring timely and accurate resolution of queries. 

- Monitor performance against SLAs and KPIs; implement corrective actions where necessary. 

- Coordinate with other teams – Budapest and satellite centres - to ensure service continuity. 

- Supervise a multidisciplinary team including IT, Finance, HR, and Supply staff. 

- Facilitate onboarding, training, and performance management of team members. 

- Promote a collaborative and customer-centric culture. 

- Support the development and implementation of SOPs, checklists, and quality assurance frameworks. 

- Drive continuous improvement initiatives and contribute to digital transformation efforts. 

- Ensure compliance with organizational policies and audit requirements. 

- Act as the primary liaison between the Panama satellite team and the Budapest GSS hub. 

- Represent the team in cross-functional meetings and working groups. 

- Provide regular updates and reports to the Chief of Contact Center. 

- Ensures accurate, timely, and insightful reporting across multiple functions and regions, while driving continuous improvements. 

- Act as the primary escalation point for regional issues. 

 

Living and Working Conditions:

Additional Qualifications

Skills

CO-Cross-cultural communication, DM-Data governance, quality assurance and preservation, DM-Data Management, FI-General Financial Management, HR-Administration of Staff Contracts and Benefits, SC-Supply Planning

Bachelor of Arts: Business Administration, Bachelor of Arts: Finance, Bachelor of Arts: Human Resources, Bachelor of Arts: Supply Chain Management

Certifications

Competencies

Accountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Teamwork & collaboration, Technological awareness

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

Compendium

Additional Information

This position doesn't require a functional clearance