Senior Administrative Assistant

Deadline For Applications

September 20, 2025

Grade

GS5

Staff Member / Affiliate Type

General Service

Reason

Temporary > Temporary Assignment/ Appointment

Hardship Level

A (least hardship)

Family Type

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Residential location (if applicable)

Target Start Date

2025-09-14

Target End Date

2026-06-30

Standard Job Description

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.

Desired Candidate Profile

The Senior Administrative Assistant (G5), under the direct supervision of the Assistant Administrative Officer, will contribute to operational efficiency by providing reliable support in administration, event management, fleet, protocol, and premises maintenance. The role requires strong organizational, coordination, and problem-solving skills to ensure timely delivery of services, cost-effectiveness, and adherence to UNHCR rules and procedures.

Following the relocation of the Country Office Amman to Abdoun, this position may be reassigned to the Registration Centre in Khalda to respond to evolving operational and administrative requirements foreseen in 2026.
The relocation of the Country Office Amman to Abdoun in 2026 will necessitate a realignment of the functions within the Administration Unit to strengthen the expected service delivery. As part of this rearrangement, the incumbent may be reassigned to the Registration Centre in Khalda, ensuring that administrative resources are positioned strategically as per the operational requirements.

The ideal candidate will have proven experience in administrative or operational support functions, preferably within the UN or a similar international organization. Experience in procurement, event management, or premises management will be considered an asset.

S/he should demonstrate strong skills in financial and administrative processes, with proven ability to handle requisitions, receipts, payments, and related documentation accurately and in line with organizational rules. Strong verbal and written communication and drafting skills are required, particularly for preparing official correspondence, notes verbales, reports, and records.

Experience using ERP systems (such as Cloud ERP) and familiarity with Workday is required.

Experience in fleet management activities, such as monitoring and reviewing vehicle use, ensuring proper documentation and compliance, and producing timely reports, will be an advantage.

The candidate should also demonstrate the ability to build and maintain positive working relationships with government authorities, service providers, and internal stakeholders, ensuring smooth coordination on protocol, procurement, and operational matters.

A proactive, detail-oriented, and collaborative approach, with the ability to prioritize tasks and manage multiple responsibilities under pressure, will be key to success in this role.


The incumbent will support administrative processes by raising requisitions, managing receipts, and handling supplier registration in coordination with the Supply team and HQ divisions. S/he will also oversee the full cycle of official events, including venue evaluation, booking, catering, logistical arrangements, and post-event evaluations, while maintaining effective relations with service providers and hotel partners. Ensuring value for money, maintaining accurate records, and tracking procurement actions are key elements of this responsibility.

In the area of premises maintenance, the incumbent will conduct inspections, raise work orders through the Maintenance Tracking System (MTS), and ensure compliance with safety and operational standards. S/he will act as a backup to the Protocol function, facilitating the issuance of Notes Verbales, residency permits, vehicle registrations, and other documentation for international staff. The incumbent will also support the Assistant Admin Officer on fleet-related tasks, such as following up with the senior driver on pending actions, providing guidance, and reviewing fleet documents and reports as required.

It is considered an advantage if the candidate possesses the following desired attributes and competencies:

- Proven experience in procurement and administrative processes.

- Solid understanding of UNHCR administrative and financial rules, regulations, and operational context.

--Strong interpersonal and communication skills, with the ability to work effectively with staff at all levels and with external stakeholders, including government authorities and service providers.

- Excellent verbal and written communication and drafting skills.

- Demonstrated ability to produce accurate and timely reports from ERP systems.

- Strong computer skills, including proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint, etc.) and proven experience with ERP systems such as Cloud ERP and Workday.

-Cross-functional experience, particularly in collaborating with diverse teams such as administration, supply, field, and Programme, is highly desirable.

Functional Clearance

This position doesn't require a functional clearance

Required Languages (Expected Overall Ability Is At Least B2 Level)

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Desired Languages

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Additional Qualifications

Skills

IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Education

Certifications

Business Administration - Other, Finance - Other, Human Resources - Other, Office Management - Other

Work Experience

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