Human Resources Assistant (PSA) (2 Positions)

United Nations University (UNU)

UNU is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

For the past four decades, UNU has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development, and welfare. With more than 400 researchers in 12 countries, UNU's work spans the 17 Sustainable Development Goals' full breadth, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe.

About Office/Institute

The UNU Human Resources Office (HR-KL), as part of UNU Centre Administration, serves UNU’s Institutes and Offices in 16 locations around the world in the provision of human resources services. This includes HR policy and strategy, as well as business processes and systems and a core set of transactions in HR, including contract administration and global payroll. HR-KL is led by the Chief of Human Resources, who reports to the Director of Administration in Tokyo.

Responsibilities

Under the overall guidance and supervision of the Chief of Human Resources, the HR Assistant is accountable for service provision, transactions and advice to internal clients on the full HR life cycle administration and Consultants (CTC). The incumbent interprets and applies the Consultant (CTC) policies, procedures and guidelines, establishes internal procedures, provides solutions to a wide spectrum of complex HR administrative issues, and where necessary ensure full compliance with the Staff Rules and Regulations.

The HR Assistant also works in close collaboration with UNU’s HR Focal Points and UNDP/GSSU in Copenhagen for resolving complex HR-related issues and information exchange.

1. Administer the CTC portfolio in full compliance of CTC policies and procedures focusing on achievement of the following results:

• Accurate processing of financial entitlements of personnel transactions (Standing Orders);
• Prepare Requisition-Purchase Orders in Quantum ERP as required and facilitate payments done outside payroll in a timely manner.
• Follow applicable operating procedures and user guides for CTC processing.
• Regularly update the tracking system to be set up to ensure proper filing of Consultant Contracts and to follow up amendments to the contracts.
• Follow up on CTC payments: solicitating required documentation.

2. Health insurance administration 

• Administration of short term (fellows, guest participant, Board Members, scientific visitors) enrolment in health insurance.
• Coordinating and monitoring the disbursement and payments of quarterly invoices from insurer to UNU institutes.
• Verifying member enrolment upon hire and contract extensions.
• Other insurance-related operations when necessary.

3. Provides HR services focusing on achievement of the following results

• Ensure full compliance of all mandatory courses for all personnel;
• Assist HR Associate in recruitment process; posting VAs, preparing necessary recruitment documents;

4. Operational Support 

• Assist documents management and proper records retention project.
• Provide administrative support to processing and facilitating proper documentation management.

5. Perform other duties as assigned by the Chief of Human Resources

Key Performance Indicators

• Timely, complete and accurate human resources transactions/activities/documentation
• High quality, timely and accurate service is provided to clients
• Timely and quality delivery of RPA submissions, standing orders and outside activity requests
• Timely and accurate support to reporting requirements
• Information is easily available
• Databases are up to date

Competencies

Values:

• Inclusion - Take action to create an environment of dignity and respect for all, regardless of age, culture, disability, ethnicity, gender, gender identity, gender expression, geography, grade, language, nationality, racial identity, religion, sex, sex characteristics, sexual orientation, social origin or any other aspect of identity.
• Integrity - Act ethically, demonstrating the standards of conduct of the United Nations and taking prompt action in case of witnessing unprofessional or unethical behaviour, or any other breach of UN standards.
• Humility - Demonstrate self-awareness and willingness to learn from others.
• Humanity - Act according to the purposes of the United Nations: peace, dignity and equality on a healthy planet.

Behaviours:

• Connect and Collaborate - Build positive relationships with others to advance the work of the United Nations and work coherently as One UN
• Analyse and Plan - Seek out and use data from a wide range of sources to understand problems, inform decision-making, propose evidence-based solutions and plan action
• Deliver Results with Positive Impact - Hold oneself and others accountable for delivering results and making a positive difference to the people and causes that the United Nations serves
• Learn and Develop - Pursue own learning and development and contribute to the learning and development of others
• Adapt and Innovate - Demonstrate flexibility, agility and the ability to think and act in novel ways

1) Education and certification

• Completion of Secondary Education is required.
  
  OR
  
  Bachelor’s Degree in HR, Business or Public Administration, Social Sciences and relevant fields will be given due consideration.

2) Required skills and experience

• Minimum 4 years (with Secondary education) or 2 years (with University Degree) of relevant experience in human resources management services.
• Fresh graduate with internship experience.
• Familiarity with UNDP operating and reporting systems, including experience in the use of an ERP system (i.e. Oracle Cloud, SAP or PeopleSoft) is an added advantage.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Knowledge of UN HR policies and their application in the employment life cycle is desirable.
• Knowledge of recruitment principles and procedures and the ability to apply them to practical situations to secure quality candidates is desirable.
• Strong analytical skills, meticulous attention to detail and process orientation.
• Proven organizational skills and ability to take initiative, prioritize and deliver results in a fast-paced work environment.
• Proven ability to handle sensitive and confidential information.
• Strong collaboration and team skills with respect for diversity in all its forms.
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  UN working experience is desirable.

3) Language Requirements:

• Fluency in English (written and spoken).
• Fluency in Bahasa Malaysia is highly desirable.
• Knowledge of another UN official working language is an asset.

Remuneration

The successful candidate will be employed under PSA contract. UNU offers an attractive compensation package including an annual net salary in the range of MRY 41,398 - MYR 50,230, commensurate with the experience and qualifications of the candidate. Benefits include 30 days annual leave and a health insurance scheme.

UNU is not liable for any taxes that may be levied on the remuneration you receive under this contract. Payment of any such taxes remains the sole responsibility of PSA holders.

Duration of contract

The duration of the initial contract is 1 year. This is Personnel Service Agreement (PSA) contract with UNU, with the possibility for renewal subject to requirements and satisfactory work performance. The combined duration on a PSA contract with UNU may not exceed six (6) years. The mandatory age of retirement for PSA holders is 65 years.

Starting date

September 2024

How to Apply

To apply to UNU, you will not need an account. Instead, we ask that you:

• Apply via the apply link;
• fill out the UNU P11 Form (please avoid using similar forms provided by other United Nations organisations);
• provide a motivation statement (in the P11 form); and
• answer a few questions that are tailored to the position.
• You may wish to refer to the UN Values and Behaviours Framework for more information.

Application Deadline

25 June 2024

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview, background checks, and references.

Special Notice

Staff members of the United Nations University are international civil servants subject to the Rector's authority. They may be assigned to any of the activities or offices of the United Nations University. The Rector reserves the right to appoint a candidate at a level below that advertised.

UNU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities to apply and become part of the organisation. Applications from developing countries, and from women are strongly encouraged. Eligible internal applicants are also encouraged to apply.

UNU has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNU, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.

If you have supervisory function you need to have awareness on gender related issues.

Information about UNU rosters

UNU 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 UNU at the same grade level and with similar job description, experience and educational requirements.

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