Associate Administrative Officer

Deadline for ApplicationsMarch 2, 2026

Hardship LevelA (least hardship)

Family TypeFamily

Family TypeFamily

Residential location (if applicable)

GradeNOB

Staff Member / Affiliate TypeNational Professional Officer

ReasonRegular > Regular Assignment

Target Start Date2026-05-01

Standard Job Description

Associate Administrative Officer

Organizational Setting and Work Relationships

The Associate Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. S/he 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.

S/he will establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services to ensure provision of services and resolution of difficult problems.

Frequent external contacts with counterparts in other organizations or at working level in national Governments on issues of importance to Organization's programmes. He/she acts as adviser or representative of the Organization with authority to discuss problems and seek common ground on which to recommend solutions based on predetermined guidelines provided by higher authority.

The incumbent directly supervises general service staff.

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

- Contribute to the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.

- Monitor the day-to-day personnel and administrative operations of the office.

- Provide advice on personnel and administrative policies and procedures.

- Assist with the implementation of processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.

- Participate in the recruitment and appointment process, and assist with administrative formalities concerning local General Service staff.

- Coordinate training and capacity-building activities to staff in administrative related areas.

- Assist with the preparation of staffing and administrative budget requirements for the office.

- Assist in the competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures.

- Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets.

- Monitor the quality and timeliness of goods and services delivered to the office.

- Manage contracts and relations with suppliers.

- In coordination with Human Resources and Field Security, undertake periodic reviews to ensure that the Office premises are set up and staff accommodation are managed in line with the organizational policies and any related issues are brought to the attention of DHR.

- 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

Education & Professional Work Experience

Years of Experience / Degree Level

For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree

Field(s) of Education

Public or Business Administration; Economics; or other relevant field.

Certificates and/or Licenses

Not specified.

Relevant Job Experience

Essential

Work experience in at least one of the following fields: Human Resources, Administration, Budget, Finance, and Procurement. Excellent computer skills, in particular in MS Office applications.

Desirable

Working experience of at least one year in an intergovernmental organization (United Nations or similar). Good knowledge of UNHCR's administrative rules and procedures. Working experience with PeopleSoft/Oracle Financial and/or HR modules.

Functional Skills

MG-Resource Management

FI-General Financial Management

MG-Office Management

(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.

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 UNHCR is looking for an Associate Administrative Officer (NOB).

The incumbent will work under the direct supervision of the Representative, this position functions as head of Administrative Unit which is responsible for the operation’s finance, human resources, ICT, transport and general administrative services. The Associate Administrative Officer will be expected to maintain efficient administrative control mechanisms to ensure compliance with UNHCR and UN administrative, human resources and financial rules and procedures as per the Job Description.

Required elements:

- Previous experience working in UN Agencies or International organizations in an Administration and/or Finance related role.

- Knowledge of UN Staff Rules and Regulations, UN/UNHCR Administrative policies.

- Proven experience managing a team.

- Knowledge of and experience with ERP systems.

- Proficiency in analysing and preparing financial reports with a high level of accuracy.

- A high level of competency in Excel.

- The candidate should be a strategic thinker, with strong analytical and critical thinking skills, ensuring compliance with regulations.

- Multi-tasker who is able to make quick, informed and rational decisions.

- Ability to communicate clearly and effectively both verbally and in writing to achieve an enabling and collaborative working environment.

- The candidate should be organized, solutions and detail oriented and possess strong project and time management skills.

- Knowledge of Romanian and English is required.

Desired elements:

- Ability to research and articulate UN policies in Administration, Travel, Fleet Management and local legislation as it pertains to UNHCR’s presence in country.

- Experience coaching and mentoring team members.

- A sound understanding of premises management, human resources, finance and administrative rules and procedures of the UN System.

- Understanding of National legislation on Visa, Accreditation and Value Added Tax are considered assets.

- Working level of Russian is considered an asset.

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

General information:

This position is open to applications from internal and external candidates, provided that requirements regarding professional experience, academic qualifications, language, etc. are fulfilled.

Candidates must meet the essential minimum requirements of the position and must have Moldovan citizenship.

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.

Applications are encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

UNHCR reserves the right to retain applications and consider external candidates applying to this post for other similar positions with UNHCR at the same grade or lower level and with similar job descriptions, experience, and educational requirements for the appointment of a shorter duration (Temporary Appointment).

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

Remuneration & Benefits:

A competitive compensation and benefits package is offered. The annual net salary is between MDL 779,889 and MDL 918,539 depending on relevant experience, excluding dependency allowances (if applicable), mandatory medical insurance and pension fund enrollment.

Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar month of service (i.e.: 30 working days per year).

Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).

Health insurance plan: locally recruited staff members in the Republic of Moldova will be enrolled in the Medical Insurance Plan (MIP). The coverage is optionally available for eligible family members.

For more information on UN salaries, allowances and benefits, please visit the portal of the Office of HR Management of United Nations:

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

,English

,

Desired languagesRussian

,

,

Operational context

Occupational Safety and Health Considerations:

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

Job Specific Occupational Safety and Health Considerations (if applicable):

Nature of Position:

Since the full-scale invasion of Ukraine by the Russian Federation in February 2022, over 2.3 million people have entered the Republic of Moldova from Ukraine, mostly women, children, and older persons. While most have moved onwards to the EU, over 140,000 refugees have chosen to remain in Moldova.

The UNHCR Moldova operation is entering a consolidation phase following the scale-up of activities during the emergency response. As the operational footprint gradually decreases, the focus is shifting toward streamlining structures, ensuring business continuity, strengthening internal controls, and optimizing resource use across a workforce of approximately 60 personnel.

Within this evolving environment, the Associate Administrative Officer will lead the Administration Unit and oversee the full spectrum of administrative support functions, including finance, human resources, ICT, fleet management, and general services. The role entails direct supervision of a multidisciplinary team of around 10 staff members, ensuring coordinated delivery of services and a cohesive, client-oriented approach.

The incumbent will work closely with senior management to align administrative and financial decisions with evolving operational priorities. The position also involves regular engagement with government entities, service providers, and other stakeholders on matters related to premises, contracts, accreditation, and other administrative processes relevant to UNHCR’s presence in Moldova.

Given the ongoing restructuring and shifting workload patterns, the Associate Administrative Officer will play a central role in safeguarding compliance, strengthening internal control mechanisms, supporting the streamlining of workflows, and enabling the operation to adapt to its changing context while maintaining high-quality support to personnel and programmes.

Living and Working Conditions:

Chisinau, Moldova is classified as an “A” Family Duty station by the International Civil Service Commission. It is a city with good infrastructure (health, housing, banking, transportation, telecommunications and recreational facilities) and a suitable level of goods and services.

Moldova is a generally safe country, where risks to the UN personnel working for Agencies, Funds and Programmes (AFP) are medium. Nevertheless, there are security and safety challenges, ranging from public protests and crime to traffic accidents, robberies and sporadic serious incidents. Therefore, proper personal security awareness and common sense are warranted, particularly in respect of petty thefts, pickpocketing and car break-ins.

Roads outside major urban areas are not properly maintained and are poorly lit. Many accidents in the country are caused by alcohol consumption. UN personnel must follow national traffic regulations and use safety belts, drive cautiously, and take care when involved in traffic in any capacity.

The Transnistrian region - self-proclaimed Moldovan Republic of Transnistria (PMR) - is not recognised internationally. It consists of a strip of land (180 km by 32 km) nestled between the east bank of the Nistru River and the border with Ukraine and the city of Bender with its surrounding areas located on the west bank. The region can be described as a potentially vulnerable area associated with security and personnel safety risks for the United Nations supported programmes and projects, mainly because of the de facto status of the region and non-availability of legal and official support from Moldovan authorities. The situation is tenser now, because of the events in Ukraine bordering with the region and destabilisation of the situation in Odessa region.

UN missions travelling to the Transnistrian region are not considered as a direct target of violence; however, the possibility of becoming a victim of street robbery, car theft or petty crime still exists. Petty crime, particularly theft and pickpocketing, has increased in Tiraspol, Bender and Rybnitsa. These crimes occur mainly in public transport, marketplaces and shopping centres.

Additional Qualifications

Skills

EducationBachelor of Arts: Accounting, Bachelor of Arts: Business Administration, Bachelor of Arts: Economics, Bachelor of Arts: Finance, Bachelor of Arts: Public Administration

Certifications

Work Experience

CompetenciesAccountability, Analytical thinking,