Deadline for Applications February 22, 2026 Grade GS5 Staff Member / Affiliate Type General Service Reason Temporary > Temporary Assignment/ Appointment Hardship Level H (no hardship) Family Type Family Residential location (if applicable) Target Start Date 2026-04-01 Target End Date 2026-08-31 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 Temporary Appointment (TA) – Contract until 31st August 2026. UNHCR UK will be moving premises in July 2026 and is seeking additional support for the admin team during this busy time, also in view of the absence of one team member n parental leave. The Senior Admin Assistant will report to the Senior Admin Associate and will act as first point of contact ensuring that all preparations are made in good time and the move is carried out efficiently. The candidate should have demonstrated experience in administrative roles, within a structured office environment. The selected candidate will join the Admin Associate in covering a full range of tasks, functioning as a backup for administrative, office management and travel arrangement tasks in their absence. In particular, the incumbent will liaise with suppliers to ensure all existing contracts are terminated according to the agreed terms, and the necessary services are moved to the new premises. They will administer new contracts and update vendor performance evaluation in coordination with their manager. The Senior Admin Associate will also assist with any required tenders and should be familiar with UNHCR procurement and supply policy/procedures. They will work closely with the Senior Admin Associate to ensure adherence to the budget and monitoring of move related costs. The candidate should have demonstrable experience raising purchase orders, sourcing suppliers, obtaining quotations, liaising with internal stakeholders and external suppliers; should also have strong organisational and time management skills; ability to manage multiple tasks and deadlines. Understanding of procurement processes such as competitive sourcing, purchasing procedures, and supplier evaluation is essential. The incumbent will also liaise with UNHCR’s own IT colleagues to ensure the necessary infrastructure is in place at the time of the move. Desirable: experience working within public sector, NGO, or corporate procurement frameworks. The job is based in London, UK, and only candidates in possession of the right to work in the UK should apply. If your right to work is not clearly specified in your application, you will be screened out. Salary: starting from £36143 (Income Tax-free - subjected to National Insurance contributions ONLY) depending on experience. Functional Clearance This position doesn't require a functional clearance Required languages (expected Overall ability is at least B2 level),, Desired languages,, 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 UNHCR Salary Calculator https://icsc.un.org/Home/SalaryScales Other information