Human Resources Associate, Kuala Lumpur, Malaysia
Organization: UNDP - United Nations Development Programme
City: Kuala Lumpur, Malaysia
Office: UNDP Country Office Malaysia
Closing date: Thursday, 4 March 2021
Job ID: 35518
Practice Area - Job Family: Management - HUMAN RESOURCES
Vacancy End Date: (Midnight New York, USA) 04/03/2021
Duty Station: Kuala Lumpur, Malaysia
Education & Work Experience: C-HS Graduate or Equivalent - 6 year(s) experience, G-Bachelor’s Level Degree - 3 year(s) experience
Languages: English, Malay
Vacancy Type: FTA Local
Posting Type: External
Contract Duration: 1 Year 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) on 1 January 2012, and established the Global Shared Services Unit (GSSU) to serve UNDP’s network of offices (covering 166 countries around the world) in the provision of financial and accounting services. The GSSU has been fully functioning since 2012, and is presently expanding the breadth of its services to support expanded finance, accounting and procurement processes as well as to provide training to UNDP Offices where needed. The Chief, Global Shared Service Unit in Kuala Lumpur, Malaysia is supervised - on a day-to-day basis by the Director, Global Shared Services Unit, Bureau for Management Services (BMS).
The Global Shared Services Unit (GSSU) within the Bureau for Management Services (BMS) supports all UNDP offices and units with the provision of transactional services. This includes a core set of transactions in Finance and HR and the former that is already being handled by the Global Shared Service Unit (GSSU) in Kuala Lumpur. The GSSU is led by the Director of Office of Operations, Legal & Technology Services (OOLTS), who reports to the Director of Bureau for Management Services (BMS).
Under the guidance and supervision of the Deputy Chief, GSSU, the HR Associate ensures execution of transparent and efficient HR services in GSSU Kuala Lumpur. The HR Associate promotes a collaborative, client-oriented approach and supports to the maintenance of high staff morale.
The HR Associate also works in close collaboration with GSSU in Copenhagen and UNDP HQs staff for resolving complex HR-related issues and information exchange.
Duties and Responsibilities
Ensures administration and implementation of HR strategies and policies focusing on achievement of the following results:
Full compliance of records and reports with UN rules, regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework;
GSSU HR business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in HR management in consultation with the direct supervisor and office management, control of workloads of the supervised staff;
Provision of information to the management and staff on strategies, rules and regulations.
Provides HR services focusing on achievement of the following results:
Implementation of recruitment processes including drafting job description, provision of input to job classification process, vacancy announcement, screening of candidates, participation in interview panels;
Performing the functions of Admin.HR, and Absence Processor in Atlas. Preparation of contracts (fixed-term) in Atlas. Timely follow up with Local Payroll Team on payroll issues;
Input and tracking of all transactions related to positions, recruitment, benefits, recoveries, adjustments and separations through Atlas;
Maintenance of the GSSU staffing table;
Preparation of submissions to the Compliance Review Panel;
Provision of information on benefits/entitlements to nationally recruited staff;
Maintenance of the rosters including e-rosters.
Ensures proper staff performance management and career development focusing on achievement of the following results:
Provision of background information and maintenance of the related data acting as Secretary of TMRG;
Participation in preparation of Whole Office Learning plan and individual learning plans in consultation with the Senior Management and Learning Manager.
Ensures conduct of UN-related surveys focusing on achievement of the following results:
Support the collection of information and preparation of reports for comprehensive and interim local salary, hardship and place-to-place surveys. Participation in the work of LSSC.
Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Organization of trainings for the operations/ projects staff on HR issues;
Tags accounting standards career development communities of practice human resources information exchange knowledge sharing management services office management payroll peoplesoft performance management procurement public administration public sector shared services social sciences trainings
Ensures full compliance of all mandatory courses for all staff;
Synthesis of lessons learnt and best practices in HR;
Sound contributions to knowledge networks and communities of practice;
Coordination of UN exams (Advanced Accountancy and Finance Test, Accountancy & Finance Test, Language Proficiency Test).
Level: Adapts deliverables to meet client needs
Ability to make new and useful ideas work
Level: Proactively seeks and recognizes contributions of others
Ability to persuade others to follow
Level: Appropriately involves team in different stages of work and decision-making
Ability to improve performance and satisfaction
Level: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Ability to listen, adapt, persuade and transform
Level: Takes responsibility for addressing critical situations and delivering core value
Ability to get things done while exercising good judgement
Job Knowledge/Technical Competencies
Level is applicable to all below competencies: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Understands and applies main processes and methods of HR Management. Possesses basic knowledge of organizational policy and procedures relating to HR and applies them consistently.
Learning and Development
Knowledge of enterprise learning and development issues, concepts, and principles, and ability to apply them to enhance the fulfillment and performance of employees
Ability to manage organization, department and employee goals
Knowledge of recruiting issues, procedures, and principles and the ability to apply them to strategic and/or practical situations to secure quality candidates
Organises and prioritizes work schedule to meet client needs and deadlines
Required Skills and Experience
Secondary Education or Bachelor’s degree in the HR Management, Business Administration, Public Administration, Bachelor of Arts, Social Sciences or a related field.
Secondary education with 6 years or Bachelor’s with 3 years of progressively responsible experience at the national or international level in providing HR services and/or administrative experience;
Experience in the usage of computers and office software packages (MS Word, Excel etc.);
Experience in handling of web-based management systems and ERP HR module experience, especially PeopleSoft (Atlas);
HR certification from a reputable institution is a distinct advantage;
UN/UNDP working experience is desirable.
Fluency in English and Bahasa Malaysia.
Important applicant information
Internal mobility at GSSU is strongly encouraged and we reserve the right to reassign the newly appointed staff members with similar skillset and educational qualifications for similar functions and job categories at the same level in GSSU. The internal lateral movements will be determined based on the needs of the organization while allowing the newly recruits to broaden their skills, build networks and gain fresh experience and to better align their profiles with the jobs.
All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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