Job Description

June 16, 2026

A (least hardship)

Family

GS6

General Service

Reason

Regular > Regular Assignment

2026-07-13

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.

Administrative Associate is a member of the Travel Team within the Administration and Finance Unit in Ankara and reports to the Senior Administrative Associate where the head of unit is the Finance Officer.

The incumbent would follow up travel transactions, regular reporting of travel expenses for the operation, and follow up the implementation of UNHCR Travel Policy in Ankara.

The incumbent would be ideally knowledgeable on UNHCR travel policies and procedures and is expected to ensure these are observed about mission travels (DSA, ad-hoc DSA, Danger Pay, Terminal Expenses, etc.).

The incumbent will provide regular support to all administrative assistants and staff as required on travel-related issues and entitlements.

Training and support are provided to users with regard to the UNHCR travel policies and procedures and related systems.

Report and analysis on travel spending and related statistics are produced.

S/he keeps frequent contacts with staff at various levels in the office and with staff at the same level in other duty stations and with local suppliers, under the direction of the supervisor. The incumbent will also maintain contact with government officials as needed.

Since the focus of the position is travel and event management, particularly with respect to FRIT project implementation, the incumbent would need a solid background in travel and event management, preferably under similar circumstances, either through a non-profit organization or through a large travel agency.

Fluency in Turkish is mandatory given the need for frequent contact with government officials and local suppliers.

The incumbent should demonstrate the maturity to be able to cope with the demands of the position, which is usually time-bound and quickly shifting in terms of priorities.

Important Information:

In line with version three of the Recruitment and Assignment Policy (PL/2025/03), please take note of the following key provision to be applied during the assignment of this policy:

• A staff member selected for a position will receive the grade of the position and corresponding entitlements from the first day of assignment. When a staff member is selected for a lower grade position, the step at the lower grade will be two steps below that which most closely matches the staff member’s salary at the higher grade

• Staff members appointed to a position at a lower grade within five years of reaching the normal retirement age will continue to have pension contributions based on the pensionable remuneration of the staff member's previous higher grade for up to three years or until the normal retirement age, whichever is sooner. If the staff member remains in service beyond normal retirement age, the pension contributions will from that date be based on the pensionable remuneration of the grade of the staff member's current position.

Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to successful reference checks, and integrity clearances

PLEASE DO NOT USE TURKISH CHARACTERS IN YOUR NAME & SURNAME INFORMATION.

Staff members should serve for a minimum of one year following assignment before being considered eligible to apply for another position within the same category. This requirement is waived in respect of staff members whose position is being changed or whose assignment/appointment through the joint staff/management review body is in a replacement capacity.

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

Only short-listed candidates will be notified. The recruitment process might include a written test and/or oral interview for this job opening. No late applications will be accepted.

Non-Turkish citizens are required to upload their residence permits or relevant documents under the ‘Certifications’ section, by selecting the type ‘Personnel Administration – Other’, to be considered for this job opening. Applications by non-Turkish citizens will NOT be considered if a valid residence permit is not attached to the application.

For further information on how to apply, please visit the ‘UNHCR - Application and Selection’ page, at https://www.unhcr.org/how-to-apply.html.

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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