NPSA5, Recruitment Assistant - 1 year contract with possibility for extension

UNDP Global Shared Services Center; Cyberjaya; On-site; MYR 36,000 - 60,000; Full time

Job summary

UNDP Global Shared Services Center in Kuala Lumpur, Malaysia, is seeking a Recruitment Assistant on a 1-year contract to support outposted recruitment for UNDP country offices. You will coordinate interviews, document processes, maintain databases, and provide recruitment analytics and client guidance to internal teams.

You will support the team with knowledge management and training while upholding UNDP policies and striving for inclusion and service excellence.

Qualifications

• Secondary Education is required.
• A university degree will be given due consideration but is not mandatory.
• Experience in HR/recruitment is preferred.
• Strong MS Office skills and data handling are essential.

Responsibilities

• Ensure recruitment processes and records comply with UN/UNDP rules and SOPs.
• Support recruitment activities: postings, screening, interviews, references, and handover to HR Administration.
• Provide recruitment analytics and reporting to support gender parity and workforce diversity goals.
• Maintain accurate data in official databases (UNall, Quantum, etc.).
• Coordinate communications with candidates and internal clients; participate in knowledge management and training.

Skills

MS Office

ERP systems

Cloud platforms

Talent acquisition software

Education

Secondary Education

Bachelor’s degree (advantage)

Tools

Power Apps

Job description

NPSA5, Recruitment Assistant - 1 year contract with possibility for extension

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 centre 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, HR policy and advisory services, benefits and entitlements management, payroll and banking transactions.

In Bonn, Kuala Lumpur, as well as three UNDP Regional Bureau Service Centres (RSCs) – Amman, Dakar, and Panama – the recruitment and administration of local personnel will be proximity-based and managed by outposted GSSC personnel who report directly to the Global Shared Services Centre (GSSC) in Copenhagen.

Under the direct supervision of the Recruitment Associate and overall guidance of the Recruitment Analyst, the Recruitment Assistant in the GSSC RSC supports the transparent implementation of the outposted recruitment of personnel for Country Offices under their responsibility. S/he performs a variety of standard administrative processes and services ensuring high quality and accuracy of work and consistency in service delivery.

The Recruitment Assistant supports the team with the provision of advice to 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 conducting training courses and coaching. Clients with whom there is direct contact may include UN Agency staff and other personnel in country offices as well as other units in UNDP.

Duties and Responsibilities

Support Implementation of Recruitment Strategies:

Full compliance of recruitment processes and records with UN/UNDP rules, regulations, policies and strategies.

Input to recruitment business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in recruitment management in consultation with direct supervisors and GSSC management.

High-quality recruitment services to enhance client trust.

Support Implementation of Recruitment Services:

Support the review of recruitment strategies and requests, vacancy announcements, screening of applicants, evaluation of candidate applications, gathering of candidate references, organization of interview panels, finalization of candidate selection/approvals and handover of completed recruitment cases to GSSC HR Administration Team for hiring, onboarding and contract management.

Support to the communication with candidates as it relates to the outcome of their applications.

Provide assistance with the production of insightful recruitment analytics reports with regard to critical vacancies considering UNDP’s corporate priorities of gender parity and workforce diversity.

Support the maintenance and update of recruitment measurements and tracking systems.

Ensure accurate data management in official databases (UNall, Quantum etc).

Contribute to the maintenance and update of candidate rosters and overview of alternate candidates.

Perform any other tasks assigned by direct supervisors.

Support and Maintenance of Knowledge Management Prescriptive Content for Recruitment, Selection and Placement:

Ensures that knowledge management distribution/system contains accurate and comprehensive coverage of recruitment, selection and placement matters.

Contribute to the identification of the need for new and/or modified policies and practices and initiate or propose actions required. Actively liaise with direct supervisors to seek policy clarifications and/or identify agreed solutions.

Support to periodic training courses on local recruitments for Business Units.

Contribute to continuous learning and development for recruitment by pursuing own development and acquire new knowledge with recruitment best practices.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Recruitment Assistant will be reporting to Recruitment Associate (GS7) under the overall leadership of Recruitment Analyst.

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional&Technicalcompetencies

HR - Recruitment - Recruitment design and management

Knowledgeof,abilitytodesignandmanageendtoend recruitmentprocesses

HR - Recruitment - Assessmentand selection

Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs

Business Development - Knowledge Generation

Abilitytoresearchandturninformationintousefulknowledge, relevant for context, or responsive to a stated need.

Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches.

Knowledgeofrelevantconcepts,conceptualmodels,and theoriesthatcanbeusefulinaddressingnewsituations.

Business Management - Communication

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Management - DigitalAwareness andLiteracy

Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value.

Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emergingtrends.

Business Management - Customer Satisfaction/Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests.

Abilitytoanticipateclient'supcomingneedsandconcerns.

Required Skills and Experience

Education:

Secondary Education is required. Or

A university degree in Human Resource Management, Business Administration, Public Administration, Social Sciences, International Relations and any other related fields will be given due consideration, but it is not a requirement.

Experience:

Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant HR and/or administrative experience, preferably in recruitment, at the national or international level is required.

Advance user of MS Office packages (MS Word, Excel etc.).

Proficiency in using collaboration tools, as well as familiarity with digital platforms and new technologies.

Experience in handling of cloud-based management systems such as ERP.

Demonstrated experience with communicating with internal and external clients and stakeholders at all levels.

Experience with talent acquisition software and platforms is desired.

Work experience in an international organization is desirable.

Experience in Power Apps and AI tools is an asset.

Language Requirements:

Fluency in English (both written and verbal) is required.

Working knowledge of another UN language(s) is an asset.

Social & Welfare Services 51-100 employees

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) in Kuala Lumpur, Malaysia. This global centre of excellence provides IPSAS transactional recording (Payables, Revenue and Contribution Management, General Accounting and Project Accounting), procurement, and related advisory, training and support services to UNDP Offices worldwide.

The GSSC is an integral part of the Global Shared Services Unit (GSSU), within the Bureau for Management Services (BMS), that supports all UNDP offices and UN clients with the provision of transactional services in Finance, Procurement and HR.

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) in Kuala Lumpur, Malaysia. This global centre of excellence provides IPSAS transactional recording (Payables, Revenue and Contribution Management, General Accounting and Project Accounting), procurement, and related advisory, training and support services to UNDP Offices worldwide.

The GSSC is an integral part of the Global Shared Services Unit (GSSU), within the Bureau for Management Services (BMS), that supports all UNDP offices and UN clients with the provision of transactional services in Finance, Procurement and HR.

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