Management Support Associate

Organizational Context

The Global Shared Services (GSS) in Budapest provides location-independent transactional services in Finance, Payroll, Human Resources, Supply, and IT. It supports global operations by enabling them to focus on strategic priorities. The GSS works closely with enabling functions to ensure efficient policy and control implementation, guided by the GSS Advisory Board.

Job Purpose

The Management Support Associate provides comprehensive administrative support across finance, supply, human resources, and office management functions. Operating with moderate supervision, the role is crucial for implementing management support procedures, monitoring routine processes, and ensuring effective service delivery and compliance with UNHCR policies. The incumbent will support the Head of GSS and track leads in managing finance and procurement priorities, assist in results-based management for strategic planning, budgeting, and reporting, and act as a backup for HR matters. This role involves producing and analyzing reports, drafting SOPs, monitoring financial compliance, identifying process improvements, and providing guidance to support staff, ensuring the smooth operation of the finance function.

Responsibilities

The Management Support Associate will support the Head of GSS and track leads in managing finance and procurement priorities and cross-functional initiatives. They will assist GSS management in maintaining a results-based management approach for strategic planning, budgeting, expenditure monitoring, and reporting, and will act as a backup for HR-related matters, including reporting, monitoring, and recruitment. Key duties include producing and analyzing reports on budget consumption, finance, and HR; drafting, reviewing, and maintaining Standard Operating Procedures (SOPs) and guidance notes; and monitoring compliance with financial policies and controls across GSS operations. The role also involves identifying opportunities for process improvements and cost optimization, providing guidance and training to support staff, preparing briefing notes, dashboards, and reports for senior management and governance boards, and performing other related duties to support the finance function. The incumbent will refer to financial manuals and guidelines, and may supervise support staff, ensuring coordination with GSS tracks for alignment on financial matters.

Work Experience

Progressively responsible experience in administrative and management support functions (HR, finance, procurement, general administration). Experience applying organizational policies and administrative procedures. Demonstrated ability to coordinate multiple support functions. Experience with UN, NGOs, or international organizations, ERP systems, and operational risk management are desirable.

Skills

Coordination of recruitment logistics Monitoring contract expirations and leave plans Providing guidance on HR policies Tracking performance management Budget monitoring and variance alerting Preparing financial documents Supporting financial closure processes Initiating procurement requests Vendor liaison and contract preparation Basic procurement analysis Inventory management Office supply and equipment requisition

Explore related opportunities