Administrative Assistant

Deadline for Applications August 23, 2026

Hardship Level A (least hardship)

Family Type Family

Residential location (if applicable)

Grade GS4

Staff Member / Affiliate Type General Service

Reason Regular > Regular Assignment

Target Start Date 2026-09-01

Standard Job Description

Administrative Assistant

Organizational Setting and Work Relationships The Administrative Assistant will provide administrative assistance to the immediate supervisor and/or Head of the Office, and/or to the Unit as a whole to ensure that routine services and activities within the administrative domain are properly implemented. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. The assignments are mostly standard tasks including limited interpretation of subject matter and information exchange between staff in the office, at the duty station and external officials of other institutions to ensure mutual understanding. The incumbent's workload and the assignments will remain under constant guidance and direction of the supervisor. The Administrative Assistant is a position within an office/Division/Bureau that requires basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office. The nature of certain administrative/personnel functions require discretion and confidentiality.

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 Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistant: please refer to the organizational context).

• Arrange appointments/meetings both internal and external, some involving high ranking officials.

• Receive visitors, place and screen telephone calls, respond to routine requests for information and take notes at meetings as and when required.

• Maintain hard and electronic office files and records; classify and code material relating to a variety of topics;

• Receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information. Maintain a follow up system.

• May be required to maintain/update confidential files.

• Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology.

• Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation.

• Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately.

• Assist the supervisor to monitor and record expenditure/disbursement of funds.

• Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division.

• May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable;

• Monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.

• 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 G4 - 1 year relevant experience with High School Diploma; or 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 field (Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience Essential Not specified

Desirable Not specified

Functional Skills IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-Enterprise Resource Planning (ERP) (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 Administrative Assistant, G4 to join the Executive Office of the Representative in Chisinau, Moldova.

The incumbent will be responsible for ensuring the effectiveness and efficiency of the Executive Office by providing administrative and secretarial support to the Representative and primarily perform the functions as per the Job Description.

The ideal candidate will possess excellent administrative, communication, and interpersonal skills, with the ability to manage sensitive information and coordinate complex schedules in a fast-paced, high-level environment.

Candidates must:

• Have demonstrated integrity, confidentiality, and sound judgment in handling sensitive matters.

• Have excellent written and verbal communication skills; be able to draft correspondence and meeting notes with clarity and precision.

• Possess strong ability to manage calendars, schedule meetings, coordinate travel, and handle multiple priorities efficiently.

• Be courteous, diplomatic, and able to interact effectively with high-level stakeholders, both internally and externally.

• Be resourceful and solution-oriented, and pro-active.

• Be detail oriented.

Knowledge of English and Romanian is required, working level of Russian is considered an asset.

Working experience with UN/UNHCR or other international public sector organizations is considered as an asset. Previous experience in similar position (administrative, clerical, secretarial) is mandatory.

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

General information:

Candidates must meet the essential minimum requirements of the position and must have either Moldovan citizenship or the legal status necessary to work in Moldova.

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 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 276,152 and MDL 322,182 depending on relevant experience, excluding allowances (if applicable) and mandatory deductions.

Mandatory medical insurance (1.05% to 2.40%) and pension fund enrollment cost (7.9%) will be deducted from the net salary.

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 Chisinau will be enrolled in the Medical Insurance Plan (MIP). The coverage is also 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: https://onehr.un.org/salary-survey/#/viewdutystation/636b9e0899530c554d34b467 

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

Desired languages Russian,

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

Additional Qualifications

Skills IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Education

Certifications Business Administration - Other, Finance - Other, HCR Learning Program - UNHCR, Human Resources - Other, Office Management - Other

Work Experience Competencies Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration

UNHCR Salary Calculator https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

Functional clearance This position doesn't require a functional clearance