In today’s complex global landscape, effective humanitarian coordination is more critical than ever. Behind every successful humanitarian response are dedicated professionals who ensure that operations run smoothly, communication flows efficiently, and leaders are supported with precision and professionalism.
One such vital opportunity is the Staff Assistant (G5) position with the United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA) based in Manila, Philippines. This role offers an exceptional chance to contribute meaningfully to humanitarian action in the Asia-Pacific region while building a solid career within the United Nations system.
About the Organization and Duty Station
UNOCHA is the UN entity responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. It plays a central role in coordinating relief efforts, advocating for people in need, and strengthening preparedness and prevention. The Humanitarian Advisory Team (HAT) in Manila works closely with national authorities, UN agencies, and partners to support effective humanitarian coordination in the Philippines and across the wider region.
The Staff Assistant position is embedded within this dynamic environment, working under the direct supervision of the Regional Chief of Administration and the HAT Team Leader, while maintaining close collaboration with the Regional Office for Asia and the Pacific (ROAP) in Bangkok, Thailand. This structure provides both regional exposure and hands-on operational experience.
Role Overview
The Staff Assistant (G5) is a full-time, fixed-term position for one year, with the possibility of extension subject to performance and organizational needs. The role focuses on delivering high-quality administrative, secretarial, and operational support to ensure the efficient functioning of the HAT office. With minimal supervision, the incumbent is expected to manage a wide range of office management responsibilities, demonstrating professionalism, discretion, and attention to detail.
This role is ideal for experienced administrative professionals who thrive in multicultural environments and are motivated by public service and humanitarian values.
Key Duties and Responsibilities
The responsibilities of the Staff Assistant are diverse and impactful, spanning office management, coordination, knowledge management, and specialized administrative functions.
1. Effective and Efficient Functioning of the HAT Office
The Staff Assistant provides direct support to senior leadership, including managing calendars, coordinating meetings with high-level partners, arranging missions, and ensuring protocol procedures are followed. The role involves preparing briefing materials, drafting correspondence, maintaining contact lists, and using automated office systems to enhance efficiency. The organization of workshops, conferences, and seminars is also a core responsibility, ensuring events are well-coordinated and professionally delivered.
2. Coordination Support
Strong coordination is at the heart of humanitarian work. The Staff Assistant maintains secure and well-organized filing systems, manages information flow within the office, and follows up on action points and deadlines. Acting as a communication hub, the incumbent facilitates information sharing between the HAT, the Regional Office in Bangkok, and the UN Office of the Resident Coordinator. Screening correspondence and proposing improvements to streamline office procedures are also key aspects of this function.
3. Knowledge Management and Capacity Building
Beyond daily administration, the role contributes to knowledge sharing and learning. The Staff Assistant supports knowledge networks, organizes specialized training for HAT members and partners, and helps deliver training on coordination, administration, and protocol issues. This function strengthens institutional memory and enhances the overall effectiveness of humanitarian coordination.
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4. Specialized Administrative Roles
The position includes several technical responsibilities that provide valuable exposure to UN systems:
- Procurement: Supporting procurement activities across the region, preparing requisition documents, liaising with suppliers, and using the Umoja system for low- and high-value acquisitions.
- Time Administration: Managing staff leave records and movement calendars in Umoja.
- Travel Administration: Creating travel requests, coordinating with travel agents, and supporting visas and logistics for missions.
- Petty Cash Management: Acting as petty cash custodian, managing small procurements, and overseeing replenishments.
- Human Resources Support: Assisting with contract extensions and overtime payments for national staff.
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Required Qualifications and Experience
UNOCHA seeks candidates with a strong administrative background and proven ability to work independently in demanding environments.
- Education:
- Secondary education with at least five years of relevant experience, or
- A Bachelor’s degree combined with two additional years of qualifying experience in secretarial or executive assistance.
- Experience and Skills:
- Minimum of five years of progressively responsible administrative or office management experience.
- Proficiency in Microsoft Office and experience with ERP systems such as Umoja and Inspira.
- Experience in procurement, organizing international meetings, and supporting teams in emergency or disaster response contexts is highly desirable.
- Previous experience within the UN or international organizations is an advantage.
- Languages:
- Fluency in English and Filipino is required.
- Knowledge of another official UN language is considered an asset.
Core Competencies and Values
The role emphasizes UN core competencies such as achieving results, thinking innovatively, learning continuously, adapting with agility, and engaging constructively with others. A strong commitment to diversity, inclusion, integrity, and professionalism is essential. The UN maintains zero tolerance for harassment, exploitation, and abuse of authority, ensuring a respectful and inclusive workplace for all.
Why Apply?
This position offers more than an administrative role—it is an opportunity to be at the center of humanitarian coordination efforts in a region frequently affected by natural disasters and complex emergencies. Working with UNOCHA in Manila allows you to develop specialized UN system expertise, expand your professional network, and contribute directly to saving lives and alleviating suffering.
Application Details
- Location: Manila, Philippines
- Grade: G5
- Agency: UNOCHA
- Application Deadline: 23 December 2025
