Assistant Administrative Officer (N)

February 8, 2026

H (no hardship)

FamilyFamily

NOA

National Professional Officer

Reason

Regular > Regular Assignment

2026-04-01

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.

Operational Context

The full-scale invasion of Ukraine by the Russian Federation on 24 February 2022 triggered one of the fastest-growing displacement and humanitarian crises on record, forcing millions of people into internal displacement and across borders in search of safety. Since the onset of the crisis, a total of 199,538 refugees have been granted temporary protection in Romania as of 30 November 2025, according to data from the Government of Romania. UNHCR, together with other UN agencies and non-governmental organizations, supports the Government of Romania’s response through inter-agency coordination of the Regional Refugee Response Plan (RRP) 2025–2026, in line with the Refugee Coordination Model. Implemented under government leadership, the RRP sets out strategic priorities and activities aimed at ensuring the protection, inclusion and long-term solutions for refugees from Ukraine who are beneficiaries of temporary protection in Romania. UNHCR in Romania addresses the needs of refugees through its Country Office in Bucharest and a field presence at the Emergency Transit Centre (ETC) for refugees in Timișoara. In 2025, however, UNHCR closed its two field offices in Constanța and Suceava and reduced its staffing levels in Romania by nearly 50 per cent due to severe funding constraints. These closures and staffing reductions paired with a significant reduction of its overall budget, have significantly affected UNHCR’s operational capacity, including its ability to maintain a sustained presence in northern and eastern parts of the country. Consequently, direct support to refugee communities has been reduced, especially in the areas related to inclusion and self-reliance, while engagement with local authorities and partners to address complex protection and integration challenges has become more limited. Despite these constraints, UNHCR remains committed to supporting refugees through continued coordination and engagement from its presence in Bucharest. Key figures 199,538 refugees obtained temporary protection in Romania (as of 30 November 2025). 9 UNHCR partners operating in 15 counties implementing a wide range of programmes and activities (reduced to 6 partners operating in 7 counties by the end of 2025). 46,580 refugees supported with 190,295 core relief items (CRIs). 11,857 refugees provided with protection counselling services and legal support. 5,903 refugees supported with livelihood and employment services. 43 Refugee Response Plan partners including 33 national NGOs under the 2025 RRP appeal. In 2025, UNHCR implemented projects through nine national and international partner NGOs across 15 counties in Romania, later reduced to six partners operating in seven counties as a result of funding limitations. Furthermore, UNHCR has supported 12 refugee and community led organizations in 9 counties to support their grassroot activities both with the refugee and host communities.

Nature of the position - Assistant Administration Officer Role

• Resource Provision: Ensure the availability of human, material, and service resources to support day-to-day office activities.
• Personnel and Administrative Operations: Monitor daily personnel and administrative functions.
• Policy and Procedure Guidance: Provide advice on administrative policies and procedures.
• Administrative Compliance: Control administrative arrangements and recommend compliance measures with UNHCR requirements.
• Premises and Accommodation: Coordinate with Human Resources and Field Security to ensure office premises and staff accommodations are compliant with the organizational policies.
• Resource Management: Advice on resource requirements for proper operational functioning through ABOD management.
• Internal Controls: Assist in implementing processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.
• Budget Preparation: Participate in preparing staffing and administrative budget requirements.
• ABOD Plan Implementation: Oversee the implementation of annual ABOD plans and coordinate staffing and budget requirements for multi-year strategies.
• Procurement: Facilitate competitive procurement processes for selecting, awarding, and issuing local contracts in line with UNHCR regulations.
• Financial Report Review: Participate in reviewing the Country Financial Report and provide spending clarifications.
• Quality and Timeliness Monitoring: Monitor the quality and timeliness of goods and services delivered to the office.
• Contract Management: Manage contracts and relations with suppliers.
• Payment Approval: Review and approve payments within assigned authority limits.
• Travel Coordination: Facilitate staff mission travel, including travel authorizations, bookings, and tickets.
• Initiative Implementation: Facilitate the implementation of administrative initiatives and strategies, including fleet and asset management.
• System Support: Implement and support systems, policies, processes, and procedures to improve and strengthen internal controls.
• Training Coordination: Coordinate training and capacity-building activities for staff in administrative areas.
• Additional Duties: Perform other related duties as required.
• Language requirement: English and other UN language will be an asset.

Living and Working Conditions

Bucharest is a family-friendly H duty station where the local language is Romanian and the currency is the leu (RON). Since becoming an EU Member State on January 1, 2007, Romania has established a universal healthcare system. Foreigners typically use private hospital services, with public hospitals available to nationals with medical insurance and for emergencies for non-insured persons. Pharmacies are well stocked, and accommodation options are readily available through hotels, booking.com, or Airbnb. Romania has a decent network of roads, with ongoing expansion of highways. Traffic in major cities is often congested, but Bucharest offers good public transportation. The Otopeni airport is 13 km from the UN house where the UN Office is situated (Boulevard Primaverii). Living in Romania is generally safe, with a reasonably low crime rate.

Desired Candidate Profile

The candidate must demonstrate the ability to manage effectively a team (Administration, Finance, IT and drivers), as well as to proactively collaborate with colleagues from all units to provide a timely service to all and ensure the proper functioning of the Office. The candidate must have sound experience in budget planning and monitoring and solid analytical skills are required including from the risk management approach. Strong communication skills both oral and written are essential in its leadership role as Head of the Admin Unit and to support decision-making processes with Senior Management.

Fluency in English and Romanian are essential. The position is based in the Bucharest Country Office. The position also requires demonstrated knowledge and experience in the finance procedures and overall administration rules and procedures. Candidates may be invited to sit for a written test.

Romanian

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English

,

,

,

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

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

Candidates may need to sit for a written assessment.

This position requires Functional Clearance