Human Resources Associate

Job Information

Job Identification 29122

Posting Date 09 / 25 / 2025, 07 : 30 AM

Apply Before 10 / 10 / 2025, 03 : 59 AM

Job Schedule Full time

Locations Kuala Lumpur, Malaysia

Agency UNDP

Grade NPSA-6

Vacancy Type National Personnel Service Agreement

Practice Area Management

Bureau Bureau for Management Services

Contract Duration 1 Year with Possibility for extension

Education & Work Experience Bachelor's Degree - 3 year(s) experience OR High School certificate- 6 year(s) experience

Required Languages English

Desired Languages Fluency in other UN language(s) is an asset

Job Description UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. As part of this commitment, UNDP adopted International Public Sector Accounting Standards (IPSAS) and established a Global Shared Service Centre (GSSC) to provide IPSAS transactional recording (in the areas of revenue, expenses and fixed assets), advisory and support services to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. Human Resources services within the GSSC was set up earlier in 2003 in Copenhagen and it provides customized service packages to more than 40,000 UN personnel from agencies, funds and programmes across the UN System. GSSC / HR in Copenhagen has established a legacy as a major Human Resources administration center within the United Nations and is recognized as a center of excellence. The Global Shared Service Centre (GSSC) is part of the Bureau for Management Services (BMS).

In the area of Human Resources, the GSSC supports both staff and management in UNDP offices and units, with the full cycle of HR services ranging from recruitment, onboarding and contract administration, talent management, learning and development, HR policy and advisory services, benefits and entitlements management, payroll and banking transactions. Under the overall guidance and supervision of the Team Leader for the respective service team, the HR Associate supports the transparent implementation of human resources services outsourced to the GSSC. S / he is accountable for the integrity, transparency and accuracy of the human resources services, assuring full compliance with HR policies and procedures of UNDP. The incumbent performs a variety of standard administrative processes and services ensuring high quality and accuracy of work and consistency in service delivery. The HR Associate advises internal and external clients and managers on policies, guidelines and services and promotes a collaborative and client-oriented approach, sharing knowledge and best practice, including participating in training courses and coaching. Clients with whom there is direct contact may include personnel from UNDP as well as other UN entities. The HR Associate is jointly responsible for meeting the agreed GSSC work plan deliverables supporting the overall HR Strategy. S / he supports the coordination of the work of the team, in order to meet the work plan deliverables.

Responsibilities

Administration and implementation of HR strategies and policies

Full compliance of records and reports with UN rules, regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework.

Provision of guidance and information on corporate strategies, changes in rules and regulations, implementation of personnel rules and appropriate use of contractual modalities.

Inputs to the GSSC business processes mapping and elaboration of the content of Standard Operating Procedures (SOP) in HR management in consultation with the direct supervisor.

Provision of recruitment services focusing on the achievement of the following results : recruitment strategies, job descriptions / TOR validation, vacancy announcements, screening, evaluation, references, interview coordination, and handover of completed recruitment cases to BES or PSA teams.

Regular interaction with HR local focal points in Business Units on regional recruitment strategies and plans.

Manage communication with candidates regarding application outcomes.

Track recruitment transactions; maintain appraisal and filing for audits.

Ensure accurate data management in official databases and contribute to recruitment analytics.

Prepare submissions to the Compliance Review Board (CRB) and deliver high quality, timely recruitment services.

Promote equity, transparency and consistency in HR policies and guidelines applicable to staff and personnel recruitments.

Administration of personnel contracts, onboarding, payroll entitlements, benefits, and medical schemes per PSA policies.

Determine and approve financial entitlements and ensure timely payroll processing in coordination with GSSC payroll team.

Act as an internal advisor on HR practices and foster partnerships with stakeholders.

Maintain accurate workforce databases; contribute to knowledge management and SOPs; conduct learning sessions and share best practices.

Knowledge Management : develop knowledge articles, FAQs, and training materials; contribute to lessons learned.

Support HR issues training and maintain knowledge networks.

Institutional Arrangement HR Associate reports to Team Leader under the supervision of the HR Manager.

Competencies Core and Technical competencies include : accountability for results, innovative thinking, continuous learning, adaptability, determination, engagement and partnership, diversity and inclusion, HR recruitment design and management, recruitment assessment, compensation and benefits, effective communication, digital literacy, client management, knowledge generation, and HR concepts for large organizations. Qualifications emphasize experience in HR, recruitment, benefits administration, and relevant systems.

Education and Experience Secondary education with at least six years of relevant work experience, or a Bachelor's degree in Human Resources, Business or Public Administration with at least three years of relevant experience.

Experience : Minimum 3-6 years in client services and HR management areas, with HR recruitment, benefits and entitlements administration experience.

Required and Desired Skills

MS Office proficiency; experience with collaboration tools and web-based management systems.

Knowledge of UN / UNDP policies, rules and regulations; experience in an international organization or shared service center is a plus.

Experience in developing SOPs, FAQs, and knowledge management products.

Languages Fluency in English (written and verbal). Fluency in other UN languages is an asset.

Other

Equal opportunity : UNDP values diversity and provides equal employment opportunities based on merit.

Scam alert : UNDP does not charge a recruitment fee. See undp.org / scam-alert for details.

Right to select multiple candidates : UNDP reserves the right to select one or more candidates and to retain applications for other positions.

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