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Emergency Admin Associate (Roving)






Title of Position: Emergency Admin Associate (Roving)

Position Number:  10022762

Category & Level:   General Service, G-6

Location: Division of Emergency, Security and Supply (DESS) Global Service Centre, Budapest

Effective date: as soon as possible

Duration: initially for a period of one year

Closing Date: 11 January 2015


In view of the increased emergency preparedness and response needs, for both refugee and IDP situations, in the context of complex humanitarian operations where UNHCR’s leadership and coordination role is increasingly important, UNHCR’s emergency capabilities have been adjusted and reinforced in keeping with today’s emergency environments and ensure adequate support to field operations.  The Community-Based Protection approach, the new Refugee Coordination Model, and UNHCR’s commitments under the IASC Transformative Agenda and L2/L3 emergency protocols underpin the Organization’s emergency coordination, preparedness and response.

In order to keep abreast with these new challenges, the Emergency Capacity Management Service (ECMS) under the Division of Emergency, Security and Supply has been  reconfigured into an emergency coordination, preparedness and response structure with a view to build a more robust and predictable emergency response and organizational preparedness.  Emergency response deployments will be team based, with a core capacity of Senior Emergency Coordinators and teams of professional staff based in Geneva, supported by four general service positions based in Budapest who will also be on permanent standby for emergency deployments.

The Emergency Admin Associate (Roving) will form part of one of the Emergency Preparedness and Response Field Teams (“Emergency Teams”) and will be on permanent standby for emergency deployment.  S/he will deploy with the team to prepare and respond to new refugee and/or IDP emergencies and provide operational support to the UNHCR Representative in the country or region, under the overall supervision of the Emergency Admin/Finance Officer.

When deployed on an emergency mission, the incumbent will receive specific ToRs for the mission, including reporting lines during the deployment, but he/she will also be expected to work under the overall leadership and guidance of the leader of the Emergency Team.  When not deployed, the incumbent will assist DESS with the preparation of emergency training related activities, and/or assist the relevant functional unit with duties agreed with the direct supervisor. 



  • The emergency operation is provided with adequate services and supplies.
  • The emergency operation has adequate administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in MSRP and other systems.


  • In the event of an emergency, be ready for deployment within 72 hours.
  • Overall administrative, human resources and financial support to initial phase of emergencies.
  • Perform staffing and personnel related work including interpretation and processing of entitlements, issuance of contracts,  maintenance of personnel records and files in coordination with Human Resource Officers and related personnel.
  • Advise the Team Leader and other staff on personnel and administrative policies and procedures.
  • 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 for the emergency period.
  • Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.
  • Formulate and implement staff safety and security measures and ensure MOSS/MORSS compliance in consultation with the Team Leader and Field Safety Advisors (FSAs).
  • Identify the needs for establishment/management of offices, including premises, furniture, equipment, vehicles and office supplies.
  • 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.
  • Identify relevant information on the creation of new offices and the establishment of the hardship classification of the duty station, staff welfare and accommodation facilities.
  • Coordinate training and capacity building activities to staff in the area of administration.
  • Ensure staff accommodation is provided according to existing guidelines and procedures.

When not deployed in emergency missions:

  • Assist DESS with the preparation of emergency training related activities.
  • Support the Emergency Admin/Finance Officer on other Emergency related administrative issues, as required.
  • Assist the relevant functional unit with duties agreed with the direct supervisor. 


  • Access the relevant information and financial records, Focus/MSRP data.
  • Verify the accuracy of data and reports pertaining to the functions.


  • Completion of secondary education or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management, Human Resources or other related fields.
  • Minimum 6 years of previous job experience relevant to the functions.
  • Computer skills (MS office and People soft applications).
  • Fluency in English language.
  • Managing Resources
  • Analytical thinking;
  • Planning and organizing skills.


  • Working knowledge of French and/or Arabic.
  • Knowledge of UNHCR administrative and financial rules and procedures.
  • Knowledge and working experience of MSRP HR, Finance and EPM Budget applications.
  • Completion of UNHCR learning programmes or specific training relevant to functions of the position.
  • Participation in relevant training in the area of emergency management such as the Workshop on Emergency Management, Security Management Learning Programme, etc.
  • Training delivery experience.


External candidates must be legally present in Hungary at the time of application, recruitment and hire.

Submission of Applications

If you wish to be considered for this vacancy, please submit your Link megjelenítése (P11) and its Link megjelenítése, motivation letter and CV by e-mail with LAST name – Emergency Admin Associate (10022762)position” in the subject line to the email address below by 18 January 2015.  

Shortlisted candidates may be required to sit for a test. Only short-listed candidates will be notified.  No late applications will be accepted.

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


A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: Link megjelenítése

Munkavégzés helye Budapest
Kategória Pénzügy / Számvitel / Kontrolling, Humán erőforrás, Asszisztencia / Adminisztráció
Minimális tapasztalat Több mint 5 év
Szükséges iskolai végzettség Középiskola
Munkaidő tipusa Teljes munkaidő, Határozott idejű
Régió Budapest, Pest
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