Administrative Associate

Deadline for ApplicationsJanuary 26, 2026

Hardship LevelB

Family TypeFamily

Family TypeFamily

Residential location (if applicable)

GradeGS6

Staff Member / Affiliate TypeGeneral Service

ReasonRegular > Regular Assignment

Target Start Date2026-03-01

Standard Job Description

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.

Desired Candidate Profile • Knowledge and experience of the working context of SO Mafraq such as working with refugees in camps and in host communities.

• Knowledge and extensive experience of providing administrative services in the specific context of a basecamp in an interagency context is highly desirable.

• Experience with UN or UNHCR administrative, financial, supply and human resources rules and procedures as well as relevant accountability frameworks.

• Experience and track record in delivering a broad range of administrative services, including operations, general administration, and personnel services.

• Demonstrated experience in delivering client-oriented services, including managing complex situations that involve adhering to rigorous policy standards while simultaneously ensuring high levels of client satisfaction.

• Excellent communication and teamwork skills.

• Strong organizational skills, with the ability to manage competing priorities in a dynamic operational environment.

• Good proficiency in speaking and writing in both English and Arabic language is essential.

Required languages (expected Overall ability is at least B2 level):

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

The Security Level for Amman and the rest of the country is assessed at Level 1 (MINIMAL), except the northeast Jordanian Syrian border area, where it is assessed at Level 3 (MODERATE). Road traffic accidents remain a pertinent risk to staff. Vehicle travel is difficult at certain times due to adverse weather conditions, low visibility and/or heavy traffic.

To view occupational safety and health considerations for this duty station, please visit this link:

Nature of Position:

The Mafraq Sub-Office oversees the Zaatari Refugee Camp, Raba’a Al Sarhan Transit Centre, and host communities across the Mafraq governorate, serving approximately 105,000 registered refugees. From April 2026, the Mafraq Sub-Office will also oversee Garden Camp and host communities across the Irbid, Ajloun, and Jerash governorates, serving an additional 83,000 some registered refugees. In 2026, the basecamp in Zaatari will be the main UNHCR premises which also host other humanitarian actors engaged in the camp response. Therefore, it is essential that the basecamp meets the standards established for the provision of a safe working environment.

The Administrative Associate is responsible for assisting the Head of Sub-Office in the implementation of general administrative and resource management tasks. In close coordination with the Administration Unit at the Country Office, the Administrative Associate will ensure alignment with required processes and procedures to maintain a unified approach across the operation and effectively contribute to delivering on the Organization’s core mandate.

The Administrative Associate is supervised by the Head of Sub-Office. The Administrative Associate will work quite independently on regular assignments with an oversight from the supervisor, who will provide general guidance and work plans for identifying work priorities and appropriate approaches; work is controlled for meeting expected results and conformity to policy and procedures.

The Administrative Associate also directly supervises the fleet services of the Sub-Office. Contacts on administrative related issues are mainly with Sections/ Units/ Offices within the organization both at the Country Officer and Sub-Office and with local suppliers/ services/ partners/ national authorities on routine subject matters as well as on matters of importance to the Organization.

The operational environment is dynamic, with a mix of office-based and field-based tasks within urban, rural, and camp settings. The position demands strong interpersonal skills, cultural sensitivity, and the ability to work in a multi-functional team under sometimes challenging conditions.

Good proficiency in speaking and writing in both English and Arabic language is essential.

Living and Working Conditions:

Mafraq: Mafraq Governorate in Jordan is located 80 km to the north from the capital Amman with total population 549,948 . Mafraq is categorized as (B) duty station.

Accommodation average rent at Mafraq Governorate is between 450- 500 USD for unfurnished apartment and between 700-850 USD for furnished apartment depending on the size of the property itself and number of bedrooms.

Mafraq has cold semi-arid climate. Summers are long, hot, dry, and clear while the winters are cold, windy, and partly cloudy over the course of the year.

International schools are not available in Mafraq, most of the available schools are governmental with few private Arabic schools.

Advanced medical services are available in Mafraq, providing needed medium medical treatments to the population. However, critical medical situation treatment is referred to Amman. UNHCR has signed a frame agreement with Sara Specialty Hospital in Mafraq to treat UNHCR patients and their dependents.

Additional Qualifications

SkillsBU-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

Education

CertificationsBusiness Administration - Other, Finance - Other, Human Resources - Other, Office Management - Other

Work Experience

CompetenciesAccountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration

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Compendium

Additional InformationCandidates might undergo a written test

Functional clearanceThis position doesn't require a functional clearance

JR2663260