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Senior Admin/Payroll Assistant (Budapest)



Title of Position:                   Senior Admin/Payroll Assistant

Position Number:                       10012886

Category & Level:                      General Service, G-5

Location:                                  Personnel Administration and Payroll Section (PAPS)

                                               Human Resources Staff Services (HRSS)

                                               Global Service Centre, Budapest

Effective date:                          ASAP

Duration:                                   initially for a period of one year

Closing Date:                            17 July 2017





Under the supervision of the Head of Payroll Unit, the Senior Admin/Payroll Assistant is responsible for processing of staff entitlements and ensuring that the financial and personnel records are up to date.   The incumbent works independently on regular assignments with an oversight from the supervisor, who provides general guidance and work plans for identifying work priorities and appropriate approaches.


The Senior Admin/Payroll Assistant maintains regular contact on a working level on routine issues with other Units, Sections, Field Offices, UN agencies and third parties. The incumbent is in charge of Payroll data for staff members at different levels to answer queries and provide information. 


The confidentiality of all personnel and payroll matters and the need to deal with clients in a courteous and efficient manner are salient features of this position.






  • All claims related to staff members' entitlements and benefits are timely and accurately processed according to applicable UN/UNHCR rules.
  • All payments relating to staff entitlements and benefits are processed in an accurate and timely manner.
  • Information and guidance related to payments of entitlements are timely provided to staff members and concerned Units at HQ.
  • Different databases related to applications and claims are kept up-to-date.



  • Responsible for incoming / outgoing mails of the Unit, proper distribution of queries received in payroll positive input mail box and follow-up action as necessary.
  • Receive, read, register, and keep track of queries and correspondence received by the Unit. 
  • Draft correspondence as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
  • Undertake timely distribution of MPAs to field offices.
  • Verify and upload salary scales and allowances in the MSRP Payroll database.
  • Respond to the queries from staff members on matter relating to Payroll issues.
  • Track P-35's and Separation Notifications.
  • Prepare payment vouchers in MSRP as well as payment authorization memorandums for field local payments.
  • Assist in reconciliation of open items.
  • Assist in third-party payments using PeopleSoft Finance Module.
  • Assist in the annual reconciliation of Pension Fund Ledger account.
  • Act as focal person for internal/external auditors and interface with UNJSPF.
  • Coordinate the filing system of the Unit.
  • Undertake reproduction and distribution of payroll reports, statistics and various other official documents as and when needed (including the annual Payroll presentation).
    • Assist the Office with event planning and preparation of meetings.
    • Stay abreast of changes in human resources policies, benefits and allowances.
    • Ensure that new procedures, guidelines and instructions are followed.
    • Participate in working groups aiming to improve different processes.
    • Perform other related duties as required.



  • Run and verify reports, prepare calculations of entitlements, make/amend data entries, submit Memoranda/attestations/journal & payment vouchers to the supervisor for approval.
  • Initiate correspondence/calls to obtain/provide information.
  • Follow-up on discrepancies and errors relating to reconciliation of accounts and open items.





  • Completion of the secondary education with training/certificate related to Personnel Management, Finance, Accounting, Administration, or related field.
  • Minimum 5 years of relevant job experience.
  • Proficiency in office automation tools such as Microsoft Office.
  • Proficiency in English.
  • Technological Awareness.
  • Planning and Organizing.




  • Knowledge of People Soft or any other ERP HR software would be an advantage.
  • Knowledge of UN Payroll System and HR rules, policies and procedures, computer software.
  • Skills in a second UN language.




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 – Senior Admin/Payroll Assistant (10012886) position” in the subject line to: by 17 July 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