HR Associate

United Nations Development Programme; Sepang; On-site; MYR 50,000 - 70,000; Full time

Job summary

An international organization in Malaysia is seeking an HR Associate to manage recruitment processes, support HR strategies, and facilitate onboarding. The ideal candidate will have 6+ years of HR services experience, proficiency in MS Office, and fluency in English and Bahasa Malaysia. This role offers an opportunity to support a global mission and engage in diverse HR functions within a respected global entity.

Qualifications

• Minimum of 6 years of experience in HR services provision required.
• Experience with international organizations or the UN system desired.
• Fluency in English and Bahasa Malaysia required.

Responsibilities

• Support administration and implementation of HR strategies and policies.
• Provision of recruitment services including sourcing and interviewing candidates.
• Manage communication with candidates regarding application outcomes.
• Facilitate onboarding processes for new hires.

Skills

HR services provision

Recruitment processes

Data management

MS Office proficiency

Client management

Education

Secondary Education

University Degree in HR or related field

Tools

MS Office

ERP Systems

Job description

NPSA6, HR Associate - 1 year contract with possibility for extension

United Nations Development Programme – Sepang, Selangor

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.

In Kuala Lumpur as well as six UNDP Regional Bureau Service Centers (RSCs) – Addis Ababa, Amman, Bangkok, Dakar, Istanbul 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 Center (GSSC) in Copenhagen.

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

1. 1. Support 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.
2. 2. Provision of recruitment services
   • Implementation of recruitment processes including provision of 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.
   • Input and regular tracking of all transactions related to recruitment processes, including overview of alternate candidates.
   • 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.
3. 3. Support administration of personnel contracts
   • Facilitate administrative onboarding 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.
4. 4. Support 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, frequently asked questions (FAQ) 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.

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

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

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.

HR - Recruitment - Recruitment design and management

HR - Recruitment - Assessment and selection

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

HR- Compensation/remuneration - Managing compensation and benefits

Ability to design compensation plans which are aligned to current and future organization needs and market conditions; knowledge of and ability to apply the ICSC compensation methodologies and principles. Knowledge of and ability to design benefits-related processes, programmes, and tools, including benefit enrolment and amendments.

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 - Digital Awareness and Literacy

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 emerging trends.

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.

Business Development - Knowledge Generation

Ability to research and turn information into useful knowledge, 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.

Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

Required Skills and Experience

Education:

Secondary Education is required. Or

University Degree in Human Resources, Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Experience:

Minimum of 6 years (with secondary education) or 3 years (with bachelor’s degree) of experience in provision of HR services, is required at the national or international level, including some experience in the area of recruitments, benefits and entitlements administration.

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 knowledge of HR processes, rules and procedures, ideally within international organizations or similar structures (e.g. UN system, international NGOs) is desired.

Familiarity with interpretation and application of UN/UNDP policies, rules and regulations is desired.

Demonstrated knowledge of integrated HR management systems is desired.

Work experience in a shared services centre or a similar structure responsible for provision of services to internal and external clients is desired.

Experience in preparing communication materials and reports to external clients is desired.

Experience in developing and maintaining knowledge management products (e.g. SOPs, FAQs, training materials, etc.) is desired.

Specialized certification in HR is desirable.

Language Requirements:

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

Fluency in the local language of the duty station (Bahasa Malaysia) is required.

Fluency in other UN language(s) is an asset.