Job Title: Management Support Associate (UN High School Diploma Jobs)
Organisation: United Nations High Commissioner for Refugees (UNHCR)
Duty Station: Kampala, Uganda
About Organisation:
The Office of the United Nations High Commissioner for Refugees was established on December 14, 1950 by the United Nations General Assembly. UNHCR’s mandate under the Statute of the Office of the United Nations High Commissioner for Refugees is to lead and co-ordinate action for international protection to refugees; seek permanent solutions for the problems of refugees and safeguard refugee rights and well-being. UNHCR has an additional mandate concerning issues of statelessness, as it is given a designated role under Article 11 of the 1961 Convention on the Reduction of Statelessness.
Job Summary: The Management Support Associate provides administrative support across multiple functional areas including finance, supply, human resources and office management. Operating with moderate supervision, the incumbent supports the implementation of management support procedures, monitors routine processes, and may provide guidance to junior staff to ensure effective service delivery and compliance with established policies.
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.
Key Duties and Responsibilities:
Human Resources Support
- Coordinate recruitment logistics including job postings, candidate screening, interview scheduling, and onboarding documentation.
- Monitor contract expirations, leave plans, and staffing tables; follow up on required people management actions.
- Provide first-line guidance to staff on HR policies, entitlements, and administrative formalities.
- Assist in tracking performance management compliance and supporting staff development initiatives.
Financial Support
- Assist in budget monitoring by maintaining tracking spreadsheets and alerting management to variances.
- Prepare routine financial documents including payment requests, travel claims, and vendor payments in line with financial rules.
- Support the monthly and year-end closure process by consolidating inputs and following up on outstanding transactions.
- Liaise with Finance or Programme units to reconcile data and respond to queries.
Procurement and Supply Chain Support
- Initiate procurement requests and monitor delivery status, ensuring proper documentation is retained.
- Support vendor liaison and assist with contract preparation for routine purchases.
- Conduct basic analysis of procurement timelines and escalate delays or inconsistencies.
- Participate in inventory management activities and update asset records.
Administrative and Office Management
- Assist the supervisor in ensuring the UNHCR Office premises/staff accommodation provide a healthy, safe and respectful working environment.
- Provide general administrative support relating to visas, licences, work permit, travel…etc.
- Arrange for requisition of office supplies and equipment, including Low Value Procurement and arrange for control of distribution and maintenance of appropriate inventory records.
Risk Management
- 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.
Qualifications, Skills and Experience:
- For G6 – 3 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
- Not specified.
Relevant Job Experience
Essential
- Progressively responsible experience in administrative and management support functions, including areas like human resources, finance, procurement, or general administration.
- Experience in applying organizational policies and administrative procedures in day-to-day operations.
- Demonstrated ability to coordinate multiple support functions simultaneously in a team setting.
Desirable
- Experience working with the UN, NGOs, or other international organizations. Familiarity with enterprise resource planning (ERP) systems. Experience in supporting operational risk management or compliance initiatives.
Functional Skills
- AD-Contracts and invoice management
- AD-Facility Management
- AD-Monitor administrative and staff budget
- AD-Office supplies management
- BU-Budget and Financial Management
- FI-General Financial Management
- HR-Operational Workforce Planning
- SC-Public procurement
- (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.
Competency Requirements
- All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.
Core Competencies
- Accountability
- Communication
- Organizational Awareness
- Teamwork & Collaboration
- Commitment to Continuous Learning
- Client & Result Orientation
- Managerial Competencies
- Judgement & Decision Making
- Managing Performance
- Managing Resource
Cross-Functional Competencies
- Analytical Thinking
- Planning & Organizing
- Technological Awareness
Desired Candidate Profile
- University degree, preferably in Business Administration, Finance/Accounting/Economics.
- 3-5 years UN working experience in administrative support, including facility management, cleaning services etc.
- Knowledge of procurement process and contact management.
- Knowledge of payment process and related internal controls.
How to Apply:
All suitably qualified and interested candidates should apply online at the link below
Deadline: 27th August 2025
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