Senior Administrative Associate

November 23, 2026

A (least hardship)

Family

GS7

General Service

Reason

Regular > Regular Assignment

2027-03-01

Senior Administrative Associate

Organizational Setting and Work Relationships
The Senior Administrative Associate is responsible for assisting the concerned manager in the implementation of general administrative and resource management tasks. The incumbent will work quite independently on regular assignments with an oversight from the supervisor, who will provide general guidance and work plans for identifying work priorities and appropriate approaches; work is controlled for meeting expected results and conformity to policy and procedures. S/he is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer.

The incumbent may directly supervises some support staff. Contacts on administrative related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services/partners/national authorities on routine subject matters as well as on matters of importance to the Organization.

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 the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
- Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment.
- Analyses and maintains an overview of the work of the office to ensure that timely administrative support is provided in general and specialized areas.
- Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assigns General Service staff to meet work requirements.
- Reviews and evaluates work of subordinates directly or through lower-level supervisors.
- In addition to general administration responsibilities, may also supervise, directly and indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
- Briefs international personnel on general administrative matters, provides advice and ensures administrative support as required.
- Advises and assists senior staff in the area of office management.
- Arranges for and/or attends meetings on day-to-day administrative matters, participates in discussions of new or revised procedures and practices, interprets and assesses the impact of changes and makes recommendations for follow-up action.
- Prepares correspondence, special reports, evaluations and justifications as required on general administrative or specialized tasks that may be of a confidential nature within the assigned area of responsibility.

- 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 G7 - 4 years relevant experience with High School Diploma; or 2 years 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
BU-PeopleSoft EPM/Budget
*CO-Drafting and Documentation
*UN-UN/UNHCR Administrative Rules, Regulations and Procedures
SC-UN/UNHCR Procurement Rules and Procedures
(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.

Candidates must be legally present in the Russian Federation at the time of application, recruitment and hire.

Essential Attributes (Experience & Skills)
• Administrative Operations: Substantial experience managing day-to-day processes in human resources, supply, procurement, premises/facilities, assets, travel, and general office administration.
• Regulatory Compliance: Proven understanding of internal administrative, financial, and procurement rules and procedures (preferably within the UN/UNHCR framework).
• Leadership & Coordination: Demonstrated experience supervising personnel, managing teams, and coordinating administrative workflows across multi-functional areas.
• Autonomy & Problem-Solving: Ability to work independently with a high degree of initiative, sound judgment, and accountability to ensure business continuity.
• Languages: Good command of written and spoken English is required; native-level fluency in Russian is essential.
Desirable Attributes (Asset Qualifications)
• Experience managing physical security issues or serving as a liaison with local suppliers and service providers.
• Prior completion of UNHCR learning programs or experience working with ERP systems


This position is open to applications from internal candidates and candidates with UNHCR experience, provided that requirements regarding professional experience, academic qualifications, language, etc. are fulfilled.

It is essential for the incumbent to have substantial experience in managing tasks and processes related to human ressources, supply, procurement, facility, travel and assets, ICT and general administration. Knowledge of internal rules and procedures in these areas is crucial for the position. Experience in managing security issues and managing teams would be an advantage.

This position requires a good command of English. Russian as the language of the duty station should be at the native speaker level.

Candidates must demonstrate a proof of residency and/or work permit for the country of operation 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).
NOTE: An individual whose mother, father, son, daughter, brother or sister is a staff member of UNHCR, including a Temporary Appointment holder or a member of Affiliate Workforce, is not eligible to apply.

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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:

The UNHCR Multi-Country Office (MCO) in Moscow covers the Russian Federation and Belarus, with a National Office in Minsk. As part of the restructuring of the operation, the Associate Administrative Officer (P2) position in Moscow will be discontinued and the administrative function consolidated under a strengthened Senior Administrative Associate (G7) position. The revised structure places the Finance Associate and IT Associate under the direct supervision of the Senior Administrative Associate.

Under the supervision of the Representative, the incumbent will assume increased responsibility for the coordination and oversight of administrative services across the MCO. The Senior Administrative Associate will directly manage all human resources matters and serve as the focal point for supply and security, while supervising the Finance and IT Associates in Moscow. The position will also cover general administration, procurement, premises and facilities management, assets and travel, coordinating with relevant regional and headquarters services as required.

An important dimension of the position will be to provide administrative and functional support to the National Office in Minsk across HR, finance, supply, ICT and general administration, promoting consistent application of UNHCR policies, rules and procedures and facilitating processes requiring support from Moscow.

The incumbent will monitor administrative workflows, service delivery and internal controls; address operational issues within delegated authority; and identify matters requiring management attention. With the discontinuation of the international administrative officer capacity in Moscow, the position will require a higher degree of autonomy, accountability and judgement, together with strong supervisory and coordination skills to ensure business continuity and effective administrative support across the MCO.

Living and Working Conditions:

 

Additional Qualifications

Skills

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

Certifications

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

Competencies

Accountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Managing performance, Organizational awareness, Planning & organizing, Teamwork & collaboration

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

Compendium

Additional Information

This position doesn't require a functional clearance