Working behind the scenes of humanitarian response is a dedicated team of professionals who ensure that operations run smoothly, efficiently, and in line with international standards. One such 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 a unique chance to contribute directly to humanitarian coordination and crisis response efforts across the Asia-Pacific region while building a solid career within the United Nations system.
About UNOCHA and the Humanitarian Advisory Team (HAT)
UNOCHA plays a central role in coordinating effective humanitarian response during emergencies, working with governments, UN agencies, NGOs, and other partners. The Humanitarian Advisory Team (HAT) in Manila supports strategic humanitarian engagement, coordination, and policy dialogue in the region. As part of this team, the Staff Assistant provides essential administrative, coordination, and operational support that enables senior leadership and technical staff to focus on life-saving humanitarian work.
The position is based in Manila and works closely with the Regional Office for Asia and the Pacific (ROAP) in Bangkok. This close collaboration ensures alignment between regional strategies and country-level operations, particularly in contexts affected by complex emergencies and natural disasters.
Role Overview
The Staff Assistant reports directly to the Regional Chief of Administration and the Team Leader of the Humanitarian Advisory Team. The role involves delivering high-quality administrative and secretarial services with minimal supervision, ensuring the smooth functioning of the HAT office. It is a full-time, fixed-term appointment for one year, with no mobility requirement, making it particularly suitable for experienced administrative professionals based in or willing to work in the Philippines.
Key Responsibilities and Functions
1. Ensuring Effective Office Management
A core responsibility of the Staff Assistant is to ensure the efficient daily functioning of the HAT office. This includes managing calendars for the Team Leader and senior staff, coordinating meetings with high-level partners, handling protocol procedures, and preparing briefing materials for missions, meetings, and official engagements. The role also involves organizing workshops, conferences, and seminars, ensuring that events are professionally managed and aligned with UN standards.
The Staff Assistant prepares correspondence and official documents for the Team Leader’s signature, follows up on action points, and uses automated office management systems to maintain efficiency and accuracy.
2. Coordination and Information Flow
Strong coordination skills are essential in this role. The Staff Assistant maintains secure and well-organized filing systems, including confidential materials, and manages information flow within the office. This includes tracking deadlines, monitoring commitments, and coordinating the preparation and submission of reports.
The position also acts as a key communication link between the HAT, the Regional Office in Bangkok, and the UN Office of the Resident Coordinator. By screening incoming correspondence and calls, and proposing improvements to office procedures, the Staff Assistant helps streamline communication and eliminate operational bottlenecks.
3. Knowledge Management and Capacity Building
Beyond administrative duties, the role contributes to knowledge management and learning. The Staff Assistant supports knowledge networks and communities of practice, organizes specialized training sessions for HAT members and partners, and helps deliver training to UN staff and stakeholders on coordination, administration, and protocol issues. This function strengthens institutional capacity and promotes consistent standards across the region.
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4. Administrative Support Functions
The position carries several important administrative roles:
- Procurement Support: Assisting with procurement activities for ROAP and other HATs in the region, preparing requisition documents, liaising with suppliers, managing purchase orders in Umoja, and ensuring timely delivery of goods and services.
- Time Administration: Updating staff leave records, maintaining staff movement calendars, and supporting time management processes in Umoja.
- Travel Administration: Preparing travel requests, coordinating with travel agents, and supporting visa and logistics arrangements for missions.
- Petty Cash Management: Managing petty cash accounts, handling minor procurements, and ensuring proper replenishment.
- Human Resources Support: Assisting with contract extensions and overtime payments for national staff.
Required Qualifications and Experience
Applicants must meet one of the following educational requirements:
- Secondary education (high school diploma) with at least five years of relevant experience, or
- Bachelor’s degree with a minimum of two years of qualifying experience, preferably in secretarial or executive assistance.
In terms of experience and skills, candidates should demonstrate:
- At least five years of progressively responsible administrative or office management experience.
- Strong IT skills, particularly in Microsoft Office.
- Experience working with ERP systems such as Umoja and Inspira.
- Exposure to procurement processes and support functions.
- Experience organizing meetings, workshops, or conferences.
- Familiarity with online collaboration tools like Microsoft Teams or Zoom.
- Prior experience with the UN or international organizations is a strong advantage.
Language Requirements
Fluency in English and Filipino is mandatory, reflecting the local and international nature of the role. Knowledge of another official UN language is considered an asset.
Core Competencies and Values
UNOCHA and UNDP emphasize a strong competency framework. Successful candidates should demonstrate the ability to achieve results, think innovatively, learn continuously, adapt with agility, act with determination, and engage constructively with diverse partners. A strong commitment to diversity, inclusion, integrity, and ethical conduct is essential, along with zero tolerance for harassment, exploitation, or abuse of authority.
Why This Role Matters
The Staff Assistant role is more than an administrative position—it is a critical support function that underpins humanitarian coordination across the Asia-Pacific region. By ensuring smooth operations, effective communication, and compliance with UN procedures, the Staff Assistant enables humanitarian leaders to respond more effectively to crises and support vulnerable communities.
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For professionals seeking stability, purpose, and career growth within the UN system, this position offers hands-on exposure to regional humanitarian operations, collaboration with senior leaders, and the opportunity to make a meaningful impact.
