Job Description

septiembre 2, 2026

A (least hardship)

Family

GS6

General Service

Reason

Regular > Regular Assignment

2026-08-21

Administrative Associate

Organizational Setting and Work Relationships

The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks.

The Administrative Associate is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or partners on subject matters which may be 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.
• Provide administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in Cloud ERP and other systems.

• Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including processing of entitlement, issuance of contracts maintenance of various personnel records and files.
• Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements.
• Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals.
• Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.
• Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action.
• Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
• Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records.
• In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
• Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records.
• 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

Years of Experience / Degree Level

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

Business Administration, Finance, Office Management, Human Resources or other related fields. ;

(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

FI-Application of Financial Rules, Regulations and Procedures

SC-UNHCR Procurement Rules and Procedures

BU-PeopleSoft EPM/Budget

(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:

Managing Resources

Cross-Functional Competencies:

Analytical Thinking

Planning and Organizing

Change Capability and Adaptability

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.

Given the current organizational context, proven experience in administrative support, preferably in an international, humanitarian or public-sector environment, is highly desirable. The incumbent should demonstrate the ability to manage a varied workload and carry out a broad range of support functions across administration, finance and supply, including day-to-day office administration, budget and payment follow-up, support to financial transactions, procurement and requisition processes, logistical support, asset management, vendor coordination and records management. The incumbent should ideally be able to apply UN/UNHCR administrative, financial and procurement rules and procedures in a timely, accountable and service-oriented manner. Knowledge of English at the B2 is required and International Public Sector Accounting Standards (IPSAS) will be considered an asset.

Only candidates holding a legally job permit in Costa Rica will be considered eligible.
Candidates must be legally present in Costa Rica at the time of application, recruitment and hire.

In accordance with the Recruitment and Assignment Policy (RAP), Special Measures, CORES resources, and DHR clarifications, when a GS or NPO vacancy is advertised, candidates are released to the hiring manager for consideration in tiers. The progression through tiers must follow an orderly and inclusive process, with justification required at each stage:

Tier 1 – Internal Candidates and those eligible for Consideration on a Preferred Basis (CoPB):
•  Staff holding FTA or Indefinite appointments within the same category (GS or NPO), serving in the country, one grade below or above the post (RAP para 94).
•  Candidates eligible for CoPB (RAP paras 94, 97–98): these must be reviewed as a priority.
•  GS staff applying more than one grade below in the GS category will still be considered Tier 1 if they enjoy CoPB.
•  NPO staff applying more than one grade below in the NPO category will still be considered Tier 1 if they enjoy CoPB.
•  GS staff applying to more than one grade lower positions in the GS category within the same country (max 2 grades below).
•  NPO staff applying to more than one grade lower positions in the NPO category within the same country (max 2 grades below).

Tier 2 – Former Staff (due to post abolition under special measures):
•  Local FTA/IND contract holders whose posts were abolished due to structural changes, and who were separated as of 01 January 2025 (last working day 31 December 2024) are eligible to apply as Tier 2 candidates to the local categories. Eligibility to work in a specific country to be verified by the office.
•  Current NPO staff whose positions were discontinued and who are applying for GS vacancies will be released together with Former Staff
•  Other types of former staff members are considered candidates with UNHCR experience for any location. Eligibility to work in a specific country to be verified by the office.
•  Eligibility period for application: Effective for job openings starting in May 2026 and until further notice

Tier 3 – Candidates with UNHCR Experience:
•  Current (at the time of application) Temporary Appointment holders, affiliates (UNOPS, UNV etc.) and interns.
•  Former UNHCR staff members (GS / NPO) who held an indefinite or fixed-term appointment (within two years of separation for males and five years females) who don’t fall under Tier 2 prioritized former staff category can apply as Tier 3 candidates to all GS or NPO vacancies for any location as long as they have the right to work in that country (this has to be verified by the office).
•  NPOs applying to GS positions in the same country or vice versa.
•  Current P staff with FTA applying from other countries / operations to GS / NPO positions in their home country or if they have the right to work in that country.
•  Current GS or NPO staff with FTA applying from other countries / operations to GS / NPO positions to a country / operation where they have the right to work and if they their positions is scheduled for discontinuation (otherwise considered as externals)
•  GS staff applying to two grades higher positions in the GS category within the same country.
•  NPO staff applying to two grades higher positions in the NPO category within the same country.

Tier 4 – External Candidates:
• All other candidates who are not in the above groups.
• Normally not applicable since May 2025 unless the external advertisement was approved.
• Former International staff will be considered External when applying for local positions.
• Former TA/AWF will be considered External when applying for any positions/category.
• GS / NPO staff applying to more than two grades lower positions in their category within the same country.

UNHCR’s workforce consists of many diverse nationalities, cultures, languages, and opinions. We seek to sustain and strengthen this diversity and to ensure equal opportunities, as well as an inclusive working environment, for our entire workforce. Joining us means living, sharing and promoting these core values of inclusion, diversity, and gender equality.

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.

UNHCR is committed to a diverse and inclusive environment, so its staff come from a wide range of socio-economic backgrounds and world perspectives. We are committed to maintaining diversity in terms of age, gender identity and expression, sexual orientation, nationality, racial identity, religious beliefs, among others. People belonging to minority groups, people with special abilities, people who are qualified and meet the requirements of each vacancy are especially encouraged. All applications will be treated with the strictest confidentiality.

- Applicants are required to include their full work experience history, with all requested details, as this information will be used as the basis for determining the final salary offer. Information from other source will not be considered.
- No late applications will be accepted.
- Only shortlisted candidates will be contacted.
- Shortlisted candidates will be required to sit for a test and/or interview.

UNHCR does not charge any fees at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

If you have special needs or require assistance to apply, please contact cossarrhh@unhcr.org

Spanish

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English

,

,

,

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

Additional Qualifications

Skills

BU-PeopleSoft EPM/Budget, FI-Application of Financial Rules, Regulations and Procedures, 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 resource, Organizational awareness, Planning & organizing, Teamwork & collaboration

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

Compendium

Additional Information

This position doesn't require a functional clearance