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

United Nations Development Programme; Sepang; On-site; MYR 45,000 - 60,000; Full time

Job summary

An international development organization in Sepang is seeking an HR Associate to oversee the transparent provision of HR services and manage recruitment processes. Ideal candidates should possess a relevant degree and at least three years of experience in HR or client services. The role emphasizes compliance with policies while fostering client relationships and efficiency in service delivery.

Qualifications

• Minimum 3-6 years of experience in client services provision.
• Experience in HR management and recruitment.
• Strong communication and interpersonal skills.

Responsibilities

• Administer HR strategies and policies.
• Provide recruitment services and ensure transparency.
• Manage personnel contracts and onboard new hires.

Skills

MS Office proficiency

Client service experience

Recruitment process knowledge

HR management understanding

Digital literacy

Education

Bachelors’ degree in Human Resources or related field

Job description

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.

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

1. 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. Provision of recruitment services
   • 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.
3. 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:
   • o Accurate determination of financial entitlements of personnel transactions.
   • o Timely processing and approving of financial payments in coordination with GSSC payroll team.
   • o Increased efficiency as a result of reduction in recoveries, advances and other exceptional payments.
   • o 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. 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.

Institutional Arrangement
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 2: Go outside comfort zone, learn from others and support their learning.

Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.

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 - 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

HR- Compensation/remuneration - Managingcompensationand 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 designbenefits-relatedprocesses,programmes,andtools, 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.

Abilitytomanagecommunicationsinternallyandexternally, throughmedia,socialmediaandotherappropriatechannels.

Business Management - DigitalAwareness andLiteracy

Abilitytomonitornewandemergingtechnologies,aswellas understandtheirusage,potential,limitations,impact,and addedvalue.

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.

Business Development - Knowledge Generation

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

Ability to apply existing concepts to new situations, and to developnewconceptstogenerateworkablesolutionsandnew approaches.

Knowledgeofrelevantconcepts,conceptualmodels,and theoriesthatcanbeusefulinaddressingnewsituations.

Required Skills and Experience

Education:

Secondary Education with at least six (6) years relevant work experience, or Bachelors’ degree in Human Resources, Businessor Public Administration and any other related fields, with relevantworkexperienceofatleastthree(3)yearswillbegiven due consideration.

Experience:

Minimum3-6yearsofexperienceinclientservicesprovision,is required at the national or international level, including some experience in the area of HR management, recruitments, benefits and entitlements administration.

Required skills

AdvanceuserofMSOfficepackages(MSWord,Exceletc.).

Proficiencyinusingcollaborationtools,aswellas familiarity with digital platforms and new technologies.

Desired skills in addition to the competenciescoveredintheCompetencies section

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

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

Demonstrated knowledge of integrated HR management systems.

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

Experience in preparing communication materials and reports to external clients.

Experience in developing and maintaining knowledge managementproducts(e.g.SOPs,FAQs,trainingmaterials, etc.)

Required Language(s)

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

Note: Irrelevant boilerplate and prompts regarding signing in or account creation have been removed from this refined description.