Senior Administrative Assistant

Deadline for Applications

November 15, 2025

Hardship Level (not applicable for home-based)

A (least hardship

Family Type (not applicable for home-based)

Family

Staff Member / Affiliate Type

UNOPS LICA

Target Start Date

Terms of Reference

General Background and Operational Context

Under the mandate entrusted by the UN General Assembly, UNHCR is the UN agency tasked to work with States to protect and assist in finding durable solutions for asylum seekers, refugees, and stateless persons. As a State Party to the Refugee and Stateless Conventions, the Philippines has a generally favourable protection environment for asylum seekers, refugees, and stateless persons. UNHCR in the Philippines works with authorities, duty bearers, other stakeholders, and the people it works with and for, to ensure that asylum seekers, refugees, stateless persons, and populations at risk of statelessness have access to protection mechanisms, assistance and services, and durable solutions that would allow them to rebuild their lives in safety and dignity.

In 2022, the Philippines acceded to the 1961 Convention on the Reduction of Statelessness, becoming the first and only country in Southeast Asia to do so. This is a major step in the efforts to end statelessness as it fortifies the country's commitment to prevent and reduce statelessness. Additionally, in line with the Philippines' implementation of its National Action Plan to End Statelessness, birth registration initiatives are being carried out to facilitate birth registration of Sama Bajaus and unregistered children in the context of displacement due to armed conflict. In 2021, these initiatives have been expanded covering priority municipalities in the island provinces of the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM).

Given these developments, UNHCR is expected to continuously provide technical support to the Philippine Government in upholding its commitment to the Refugee and Statelessness Conventions. The incumbent will be expected to provide support to the team's activities in the field in relation to the conduct of birth registration initiatives and its components. The Senior Admin Assistant will provide administrative assistance to the UNHCR National Office to ensure that administrative tasks for the birth registration initiatives under the project funded by the Government of Japan are correctly and timely implemented and there is an efficient workflow.

The Senior Administrative Assistant may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.

The Senior Administrative Assistant will play a key role in supporting the smooth implementation of transitional activities funded through the OL adjustment, aligned with PSP's 40% earmarking to local operations. These activities, previously deprioritized due to planning constraints, are vital to advancing UNHCR's protection mandate. The role involves coordinating logistics, documentation, and providing administrative support to the Protection and Programme teams to ensure efficient workflow and timely execution of tasks. The ideal candidate should have solid experience in general administration, with prior exposure to UN or international humanitarian organizations preferred. The position will be supervised by the Assistant Admin Officer.

Duties and Responsibilities

The Senior Administrative Assistant will support the implementation of the following key activities:

Birth Registration Initiatives in Non-BARMM Areas
- Coordinate with field teams and local partners to schedule Birth Registration capacity building activities.
- Assist in preparing documentation and logistical arrangements for field missions.
- Ensure compliance with procurement and financial procedures.

Cash-Based Interventions in Climate-Vulnerable Areas
- Support the project partner administrative processing of cash assistance, including beneficiary lists and payment tracking.
- Liaise with finance and supply units of project partner to ensure timely disbursement and reporting.

Legislative Advocacy
- Provide logistical, administrative support for advocacy events, meetings, and
consultations.

General Administrative and Financial Support
- Support Programme unit in maintaining updated records of expenditures related to the OL adjustment.
- Prepare and process administrative forms, and travel authorizations.
- Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff.
- Ensure timely submission of reports and documentation to relevant units.
- 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 with the travel agent and car rental suppliers and issuance/renewal of visas, venue and accommodations booking.
- Facilitate various official missions of UNHCR staff (specifically staff working for the project funded by the Government of Japan) and relevant partners.
- Perform other related duties as required.

Qualifications and Experience

Minimum Qualifications
For G5 - 2 years relevant experience with High School Diploma; or 1-year relevant work experience with Bachelor or equivalent or higher

Work Experience

Familiarity with UNHCR administrative procedures, and documentation standards, will be considered a strong asset. Additionally, candidates should demonstrate strong organizational and coordination skills, attention to detail, and the ability to work effectively in a multicultural, fast-paced environment with competing priorities.

Key Competencies
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Analytical Thinking
Planning and Organizing
Stakeholder Management

Certificates and/or Licenses Business
Administration, Finance, Office Management, Human Resources, or other related field.
(Certificates and Licenses marked with an asterisk* are essential)

Language Requirements
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing, or any other fees).

UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality, and culture. All applications will be treated with the strictest confidentiality.

UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General's Office (IGO) at through the online complain form at or by confidential fax: Standard Job Description Required Languages

,

,

Desired Languages Tagalog

,

English

,

Additional Qualifications

Skills

Education

Bachelor's, High school diploma

Certifications

Work Experience

Other information

This position doesn't require a functional clearance

Remote

No

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