Human Resources Associate

Overview

UNDP Careers Kuala Lumpur, Federal Territory of Kuala Lumpur, Malaysia

Join to apply for the Human Resources Associate role at UNDP Careers .

UNDP Careers Kuala Lumpur, Federal Territory of Kuala Lumpur, Malaysia

Join to apply for the Human Resources Associate role at UNDP Careers .

Background

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.

Duties and 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 : implementation of recruitment processes including inputs to preparation of recruitment strategies for each recruitment case, validation / grading of job descriptions (JDs) and Terms of Reference (TOR), vacancy announcements, screening of applicants, evaluation of candidate applications, gathering of candidate references, support to the organization of interview panels, finalization of candidate selection / approvals, and handover of completed recruitment cases to the GSSC Benefits & Entitlements (BES) Team or GSSC Personnel Services Agreement (PSA) Team for hiring, onboarding and contract management.
• Regular interaction with HR local focal points (HR LFP) in Business Units on consolidated region-wide operationalization of recruitment strategies and plans.
• Manage communication with candidates as it relates to the outcome of their applications.
• Regularly track all transactions related to recruitment processes; maintain and update recruitment measurements and tracking systems as well as ensure appropriate filing for future reference / audits.
• Ensure accurate data management in official databases.
• Contribute to the production of insightful recruitment analytics reports with regard to critical vacancies taking into account UNDP’s corporate priorities of gender parity and workforce diversity.
• Prepare submissions to the Compliance Review Board (CRB).
• Support delivery of a high quality, timely and accurate recruitment service to enhance client understanding and confidence in GSSC HR as a credible HR service provider.
• Promote equity, transparency and consistency in the interpretation, determination, implementation and administration of HR recruitment policies, procedures and guidelines applicable to staff and personnel recruitments.
• Administration of personnel contracts
• Facilitate administrative onboarding of personnel hired on HR contract modalities, including issuance, extension and termination of a contract, enrolment in medical insurance schemes, etc.
• Administer and certify processing of benefits in full compliance with applicable PSA Policies and Procedures and the Accountability Framework.
• Determine, verify and approve financial entitlements related to personnel based on the respective HR contract modality, including hires, life and organization events, end of service, ongoing entitlements and salaries to achieve the following results : Accurate determination of financial entitlements of personnel transactions; Timely processing and approving of financial payments in coordination with GSSC payroll team; Increased efficiency as a result of reduction in recoveries, advances and other exceptional payments; Accurate processing of financial entitlements to correct UNDP and third-party funds.
• Act as an internal advisor on matters relating to HR practices, fostering partnerships with internal and external stakeholders by briefing and advising clients and personnel of the HR policies and procedures.
• Provide high quality, timely and accurate service; foster client understanding and confidence in the GSSC as a credible HR service administrator.
• Maintain accurate workforce database for personnel under his / her portfolio.
• Knowledge Management : identify areas for improving processes and standard operating procedures (SOPs) to maximize efficiency and simplify procedures; provide inputs for preparation of knowledge articles, FAQs and best practices; contribute to synthesizing lessons learnt and best practices; conduct periodic learning sessions for Business Units on HR issues; contribute to knowledge networks and communities of practice.

Institutional Arrangement

Human Resources Associate will be reporting to Team Leader under the overall leadership of HR Manager.

Competencies

Core and Cross-functional competencies include : Achieve Results; Think Innovatively; Learn Continuously; Adapt with Agility; Act with Determination; Engage and Partner; Enable Diversity and Inclusion; HR - Recruitment - Recruitment design and management; HR - Recruitment - Assessment and selection; HR - Compensation / remuneration - Managing Compensation And Benefits; Business Management - Communication; Business Management - Digital Awareness and Literacy; Business Management - Customer Satisfaction / Client Management; Business Development - Knowledge Generation.

Education and Experience

Required Skills and Experience : Secondary Education with at least six (6) years relevant work experience, or a Bachelor's degree in Human Resources, Business or Public Administration and any other related fields, with relevant work experience of at least three (3) years will be given due consideration. Experience : Minimum 3-6 years of experience in client services provision, at the national or international level, including some experience in HR management, recruitments, benefits and entitlements administration. Required Skills : Advance user of MS Office packages; Proficiency in collaboration tools and digital platforms; Experience in handling web-based management systems. Desired skills include knowledge of HR processes in international organizations, UN / UNDP policies, integrated HR management systems, shared services experience, and ability to prepare communication materials and knowledge management products.

Required Language(s) : Fluency in English; other UN languages are an asset. Professional Certificates : Specialized certification in HR is highly desirable.

Equal opportunity and Safety

As an equal opportunity employer, UNDP values diversity and invites qualified applicants from all backgrounds to apply. UNDP does not tolerate harassment or abuse of authority. All selected candidates undergo relevant checks. UNDP reserves the right to select multiple candidates. Scam alert : UNDP does not charge a fee at any stage of its recruitment process (

Scam awareness; Right to select multiple candidates; We may retain applications for other similar positions.

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