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Senior Personnel Administration Assistant (Budapest)





Title of Position:                     Senior Personnel Administration Assistant

Position Number:                      10012881

Category & Level:                      General Service, G-5

Location:                                 Personnel Administration and Payroll Section (PAPS)

                                               Human Resources Staff Services (HRSS)

                                               Global Service Centre, Budapest

Effective date:                         16 August 2017

Duration:                                   initially for a period of one year in replacement capacity*

Closing Date:                            8 May 2017





The Senior Personnel Admin Assistant (PAPS) is a member of the Personnel Administration and Payroll Section (PAPS), within HR Staff Services in Budapest. The incumbent will be under the direct supervision of the Personnel Administration Officer or another more senior staff member within the sub-unit designated by him/her.  The incumbent works on regular assignments under the close supervision of the supervisor who provides general guidance and work plans for identifying work priorities and appropriate approaches. S/he will be working in a working environment in which various personnel administration issues will be discussed and actions would be initiated. The confidentiality of all personnel matters and the need to deal with clients in a courteous and efficient manner are salient features of this position.






  • Rules & regulations and standard operational procedures related to Personnel Administration are adhered to as per established policies.



  • Administer HR processes, benefits and entitlements for internationally recruited staff within a designated geographical area and for locally recruited staff at Headquarters Geneva within a designated Bureau/Division applying the UN staff rules and regulations so as to ensure uniform and consistent application of HR and administrative rules and procedures.
  • Provide clarifications to staff members on their eligibility for benefits and entitlements within their respective condition of employment.
  • Verify that staff personnel data are correctly entered in the MSRP Human Resources IT module. Upon verification and analysis of data, request senior colleagues to take appropriate actions, if required.
  • Maintain effective and cordial working relationships with UNHCR staff members and other counterparts within the organization as well as outside in order to ensure implementation of required action(s), observing discretion, due confidentiality and courtesy in all his/her dealings.
  • Maintain the personnel records and follow up on issues between UNHCR offices and PAPS with a view to ensuring accurate and timely responses are given at all times.
  • Stay abreast of policy developments and application of administrative/HR procedures on Personnel/Human Resources issues so that appropriate responses can be provided on various queries received from the staff members and managers.
  • Perform any other related duties, as required.




  • Prepare payments/disbursements due to UNHCR staff members and other clients, as per established UNHCR administrative/finance rules and other official issuances.
  • Access the relevant information and records of individual staff members.





  • Completion of Secondary Education or its equivalent technical or commercial school with certificate/training in Human Resources Management/Personnel Administration or a related field.
  • Minimum 5 years of relevant experience in an office that administers/manages a large number of staff, preferably within the UN.
  • High IT affinity with excellent computer skill and working knowledge in MS Office software.
  • Excellent knowledge of English (written/oral/comprehension).
  • Analytical Thinking.
  • Technological Awareness.
  • Planning and Organizing.





  • Knowledge of administrative procedures, processes and provision of support services in an international organization.
  • Knowledge of People Soft or any other ERP HR software application.
  • Knowledge of new or revised HR rules, policies and procedures.
  • Completion of UNHCR learning programmes or specific training relevant to the functions of the position. 
  • Working knowledge in French and/or any other UN language.





Internal candidates

General Service Staff members currently serving at the duty station where the vacancy exists, who have been appointed through the AC process and have indefinite or Fixed Term appointment.  Interested staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (PPAL). If you have questions regarding eligibility, please contact Nelli Hevesi (


External candidates must be legally present in Hungary at the time of application, recruitment and hire.



Submission of applications


If you wish to be considered for this vacancy, please submit your Personal History Form (P11) and its supplementary pages (if applicable), motivation letter and CV by e-mail with LAST name – Snr Personnel Admin Assistant (10012881) position” in the subject line to: by 8 May 2017.  


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


UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation.


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





A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at:

Szent István Egyetem • Cím: 2100 Gödöllő, Páter Károly utca 1. Forrásközpont 115. Telefon: 06-28-522-058, Telefon: 06-28-522-000/2058. E-mail: •  Minden jog fenntartva