Senior Administrative Assistant

February 8, 2026

H (no hardship)

FamilyFamily

GS5

General Service

Reason

Regular > Regular Assignment

2026-04-01

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 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
- 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 supervisor's 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.

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.

Desired Candidate Profile
- Education relevant to the criteria and tasks specified in the job description
- Work experience and background in Office management, General administrative work, resource management tasks
- Languages - excellent language skills both in Romanian and English.

Candidates may be invited to sit for a written test.

Romanian

,

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

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

Compendium

Additional Information

Candidates my be invited to sit for a written test.

This position doesn't require a functional clearance