Human Resources Assistant – UNDP Malaysia: Key Responsibilities, Skills, and Career Insights

March 21, 2025

12 minutes read

The Human Resources Assistant position at UNDP Malaysia is a full-time role based in Kuala Lumpur, open only to Malaysian nationals. It falls under the National Personnel Service Agreement (NPSA-5) contract, with an initial one-year duration and a possibility of extension.

Key Responsibilities:http://Human Resources Assistant – UNDP Malaysia Job Posting

The HR Assistant will work under the Operations Manager and HR Associate/Lead, supporting the UNDP Malaysia, Singapore, and Brunei Darussalam offices in administrative and HR-related functions. The main duties include:

HR Administration & Compliance:
- Assisting in HR-related tasks like data collection, document preparation, and compliance monitoring.
- Managing HR records and document archiving according to UNDP policies.
- Supporting HR reporting needs, such as workforce analysis, salary surveys, and engagement surveys.
- Helping with policy updates and ensuring compliance with HR dashboards.
Recruitment & Staffing Support:
- Assisting with job descriptions and vacancy announcements.
- Helping with interview panel preparations and recruitment documentation.
- Managing employee positions in the HR system (ERP).
- Tracking HR transactions related to benefits, earnings, payroll, and contracts.
- Supporting contract renewals and HR service level agreements (SLAs).
Performance Management & Staff Development:
- Assisting in training coordination and learning program logistics.
- Supporting staff engagement surveys and talent review exercises.
- Helping with performance management and onboarding.
Knowledge Sharing & HR Initiatives:
- Assisting in HR policy updates and knowledge-sharing efforts.
- Organizing HR town halls, learning sessions, and training programs.

Required Qualifications & Skills:

Education:

High school diploma + 5 years of experience in HR/administration.
OR Bachelor’s degree in HR, Business Admin, Management, or similar + 2 years of experience (preferred).
HR certification is an advantage.

Experience & Skills:

HR administrative experience at the national or international level.
Experience using HR databases, records management, and payroll systems.
Knowledge of recruitment, contract administration, and employee benefits.
Familiarity with HR policies in international organizations (UN experience is a plus).
Proficiency in Microsoft Office (Word, Excel, etc.) and web-based HR systems (ERP).

Language Requirements:

Fluency in English and Bahasa Melayu.
Knowledge of another UN language is an advantage.

Core Competencies:

The role requires:

Attention to detail & accuracy in HR processes.
Strong organizational & administrative skills.
Ability to handle confidential information with integrity.
Customer service mindset in HR support.
Ability to work in a diverse and inclusive environment.

Employment & Application Notes:

Application deadline: April 1, 2025.
Equal opportunity employer – open to diverse applicants.
UNDP does not charge any fees during recruitment.
Potential for multiple selections from this job posting.

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Human Resources Assistant – UNDP Malaysia

Position Overview

The Human Resources Assistant at UNDP Malaysia is a crucial administrative role that supports the overall functioning of the HR unit. This position is responsible for ensuring high-quality HR services in the UNDP Malaysia, Singapore, and Brunei Darussalam offices, including recruitment, payroll, employee engagement, and records management. The assistant will work under the Operations Manager and HR Associate/Lead, playing a key role in delivering HR services in compliance with UNDP policies and regulations.

This role is specifically open to Malaysian nationals and requires candidates with either:

A high school diploma and 5 years of relevant HR or administrative experience, OR
A bachelor’s degree in Human Resources, Business Administration, Management, or a related field with 2 years of experience.

The selected candidate will be responsible for assisting in HR processes such as recruitment, employee record management, payroll administration, and compliance with UNDP’s policies.

Key Responsibilities@vacancyspaces.com

The HR Assistant will support various HR functions under the direct supervision of the HR Associate/Lead. The job includes the following primary responsibilities:

1. HR Administration & Compliance

Assisting in HR-related tasks such as data collection, document preparation, and compliance monitoring.
Supporting the organization, maintenance, and updating of HR records and personnel files.
Ensuring timely submission of HR reports, such as workforce data, salary surveys, and engagement reports.
Supporting HR document archiving and retrieval, ensuring compliance with UNDP record-keeping policies.
Assisting in monitoring compliance dashboards and HR trackers related to performance management and learning initiatives.

2. Recruitment & Staffing Support

Assisting in the preparation of job descriptions and vacancy announcements.
Supporting the shortlisting process by compiling candidate evaluation matrices.
Performing administrative functions for interview panels, including scheduling and documentation.
Assisting in updating and managing employee positions in ERP (Enterprise Resource Planning) systems.
Tracking all HR transactions, including recruitment, payroll, benefits, and contract renewals.
Maintaining and updating the HR rosters and databases to ensure timely recruitment and contract processing.
Supporting the timely renewal and management of employee contracts.

3. Payroll, Benefits, and Records Management

Assisting in HR payroll administration, ensuring employees receive correct salary and benefits.
Managing and updating HR-related cost-recovery bills for services provided to partner agencies.
Ensuring all HR records are properly organized, confidential, and accessible only to authorized personnel.
Providing administrative support in processing employee benefits and entitlements.

4. Staff Development & Performance Management

Supporting employee learning and development initiatives, including organizing training and workshops.
Assisting in staff performance evaluations by compiling assessment reports and documentation.
Coordinating employee engagement surveys and helping analyze feedback for HR improvements.
Supporting the CO-wide Learning Plan by organizing training schedules and materials.
Assisting with staff onboarding and orientation programs.

5. Knowledge Management & HR Initiatives

Supporting HR policy updates and knowledge-sharing efforts by preparing training materials.
Assisting in organizing HR town halls, learning circles, and other engagement events.
Providing administrative support in HR special projects, such as system upgrades or policy rollouts.
Ensuring compliance with HR best practices and contributing to process improvements.
Supporting temporary assignments and tasks as needed for the smooth operation of HR functions.

Work Environment & Institutional Arrangements

The Human Resources Assistant will be working under the direct supervision of the Human Resources Associate/Lead within the Operations Unit of the UNDP Malaysia office. The selected candidate will:

Work closely with different departments, including Programme, Operations, and Project teams.
Collaborate with UNDP Headquarters, UNDP Global Shared Services Centre (GSSC), and other UN Agencies.
Ensure consistent HR service delivery by maintaining communication with internal and external stakeholders.

As UNDP follows a portfolio approach, personnel are expected to be flexible and work across different teams and projects. The HR Assistant may be assigned additional responsibilities depending on evolving business needs.

Required Skills & Qualifications

Education Requirements

High School Diploma (with at least 5 years of relevant experience in HR or administration).
OR Bachelor’s degree in Human Resource Management, Business Administration, Management, Public Administration, or related fields (with at least 2 years of relevant experience).
HR certifications (e.g., PHR, SHRM-CP) are a plus.

Work Experience

Experience in HR administration, recruitment, contract management, payroll, and employee records management.
Familiarity with HR policies, procedures, and best practices (experience in the UN system or public sector is preferred).
Proficiency in HR software such as ERP (Oracle, SAP, or other HRIS systems).
Strong background in Microsoft Office Suite (Excel, Word, PowerPoint).
Experience working with large databases and HR records management.
Understanding of organizational compliance and HR reporting.

Language Proficiency

Fluency in English and Bahasa Melayu is required.
Knowledge of another UN language (French, Spanish, Arabic, etc.) is an advantage.

Core Competencies

Attention to Detail: Ensures high accuracy in HR transactions and documentation.
Problem-Solving Skills: Ability to handle administrative and HR-related challenges.
Adaptability & Flexibility: Can work in a changing environment and manage multiple tasks.
Communication & Customer Service: Provides timely and professional support to employees.
Confidentiality & Integrity: Maintains the highest level of data protection and ethical conduct.

Career Growth & Opportunities

This role offers excellent opportunities for career progression in Human Resources within UNDP or other international organizations. Potential career pathways include:

Promotion to HR Associate or HR Officer – Gaining experience in higher-level HR operations.
Specialization in HR Areas – Advancing in Recruitment, Payroll, Learning & Development, or Employee Relations.
International Assignments – Opportunities to work in other UNDP country offices globally.
Further Education & Certification Support – Encouragement to pursue HR certifications and advanced degrees.

Application Process & Additional Information

Deadline for Applications: April 1, 2025

Applications should be submitted online through UNDP’s official recruitment platform.
Candidates must provide:
- An updated resume/CV highlighting relevant HR experience.
- A cover letter explaining interest and qualifications for the role.
- Educational and professional certificates (if applicable).

UNDP’s Commitment to Diversity & Equal Opportunity

UNDP is committed to workplace diversity and inclusivity.
Women, minorities, and individuals from underrepresented backgrounds are encouraged to apply.
UNDP does not charge any recruitment fees and warns against recruitment scams.

Code of Conduct & Ethical Standards

UNDP maintains a zero-tolerance policy for harassment, discrimination, exploitation, and abuse of authority.
Selected candidates will undergo background checks and must adhere to UN ethical standards.

Conclusion

The Human Resources Assistant position at UNDP Malaysia is an exciting opportunity for individuals interested in contributing to HR operations within an international organization. This role provides exposure to HR processes, compliance, recruitment, performance management, and payroll administration, making it an excellent stepping stone for those seeking career growth in the United Nations system or public sector HR.

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Certainly! Let’s expand on the Human Resources Assistant role in even more detail, breaking it down further into areas like the core responsibilities, expected skills, work culture, and career benefits. This will provide an in-depth view of what working in this position entails, the expectations for applicants, and how it fits within the broader context of the UNDP’s work.

Job Overview: Human Resources Assistant at UNDP Malaysia

The Human Resources Assistant at UNDP Malaysia is a vital role that will support HR operations at a national and international level. The individual in this position will work within the Operations Unit of the UNDP Malaysia Office in close collaboration with colleagues from Singapore and Brunei Darussalam. This is a national-level position open to Malaysian nationals only. It involves a blend of administrative tasks, operational support, and employee-related services. It also offers the chance to make significant contributions to a large-scale, globally recognized organization that works to implement the Sustainable Development Goals (SDGs).

UNDP Malaysia Office: An Overview

UNDP’s multi-country office for Malaysia, Singapore, and Brunei Darussalam provides technical assistance and policy advisory services to the governments of these countries. It works toward achieving national and regional development goals, with a strong emphasis on economic growth, security, well-being, and sustainability. UNDP in Malaysia is guided by the Twelfth Malaysia Plan 2021-2025, which focuses on shaping a future that is more inclusive, resilient, and prosperous.

The role of the HR Assistant directly supports the mission of UNDP by ensuring that the organization runs smoothly with well-managed HR services, helping the UNDP deliver on its commitments to transform Malaysia into a more sustainable and inclusive country.

Core Responsibilities of the HR Assistant

Administrative Support for HR Processes

HR Data Collection and Document Preparation: The HR Assistant will support a variety of administrative tasks that involve gathering and organizing information related to employees, contracts, benefits, and payroll. This includes tracking attendance, updating employee records, and preparing reports for audits or special reviews.
Compliance Monitoring and Reporting: Ensuring that UNDP’s HR activities are in line with internal policies, procedures, and UNDP guidelines is a key part of the role. This could involve assisting in the collection of data for HR compliance audits, analyzing staff surveys, and tracking key HR metrics (e.g., employee retention, engagement, performance).
Document Archiving and File Management: The HR Assistant will ensure that all HR-related documents (such as contracts, appraisals, and personal files) are properly filed and maintained in accordance with UNDP’s data retention policies. This includes digitizing physical records, updating employee files, and ensuring that all documents are easily accessible for auditing and reporting purposes.
Special HR Projects: The HR Assistant may be involved in special HR initiatives such as new policy rollouts, updates to the performance management system, or introducing employee engagement surveys. The assistant may also help implement internal HR process improvements to better align with UNDP’s strategic goals.

Support for Recruitment and Staffing

Job Description Drafting & Vacancy Announcements: As part of recruitment support, the HR Assistant will help draft job descriptions, ensure consistency in vacancy announcements, and coordinate the recruitment process with internal teams. This involves ensuring that the hiring process is aligned with UNDP’s HR policies and attracts a diverse range of qualified candidates.
Candidate Evaluation and Interview Support: The assistant will assist in shortlisting candidates, arranging interviews, and participating as an ex-officio member in interview panels when needed. This ensures that the recruitment process is fair, transparent, and in line with UNDP’s commitment to diversity and equal opportunity.
ERP Systems for Recruitment: The HR Assistant will also use ERP systems (such as Oracle HRIS) to track recruitment status, update employee positions, and manage payroll. This includes creating positions in the system, tracking recruitment transactions, and assisting in contract management.
Employee Contracts & Benefits: The HR Assistant will support in the management of employee contracts, ensuring that all contracts are signed on time, renewed when necessary, and reflect accurate terms. The role also includes administrative duties related to employee benefits, including medical benefits, leave records, and entitlements.

Payroll and Records Management

Payroll Processing: A key aspect of this role is providing support in payroll administration. The assistant will ensure that payroll is processed accurately and on time, handling calculations for salary deductions, benefit payments, and any retroactive adjustments. Accuracy in payroll is essential to maintain employee satisfaction and trust.
Employee Records Management: The HR Assistant will maintain confidential records, ensuring that each employee’s file is properly updated with personal information, contract details, and performance assessments. The role ensures that HR records are compliant with data protection standards and accessible only to authorized personnel.
HR Cost Recovery: As part of the administrative role, the HR Assistant will help manage cost-recovery mechanisms by tracking HR services provided to other UN agencies. This may involve creating reports and providing data that helps in the accurate billing and reimbursement process for services rendered.

Staff Development and Performance Management

Learning and Development Coordination: Supporting the planning and logistics for employee training programs is an essential part of this role. The HR Assistant will organize materials, assist with workshops, and help track employee participation in training initiatives.
Performance Management: The HR Assistant will assist in the administration of the performance management process, ensuring that employee evaluations are conducted on time and in line with UNDP’s standards. This includes helping compile performance review data, organizing feedback sessions, and ensuring all employees receive proper training and feedback.
Employee Engagement & Surveys: The HR Assistant will help manage employee engagement surveys by distributing surveys, tracking responses, and compiling feedback to assist HR in creating action plans for improving employee satisfaction and organizational effectiveness.

Required Skills & Qualifications

To excel in the HR Assistant role at UNDP Malaysia, the candidate should possess both technical and interpersonal skills that will enable them to navigate the complexities of HR work in an international organization. Below are some of the essential and desired skills:

Essential Skills:

Administrative Expertise: Knowledge of HR procedures, records management, payroll, and employee contract administration.
Attention to Detail: Strong ability to ensure accuracy and consistency in all tasks, particularly in data handling, payroll management, and reporting.
Communication Skills: Proficient in both written and verbal communication, particularly in English and Bahasa Melayu.
Problem-Solving: Ability to identify and address challenges in HR processes while maintaining the quality of service.
HR Software Proficiency: Experience with ERP systems, such as Oracle, and proficiency in Microsoft Office Suite (especially Excel for data management).

Desired Skills:

HR Certifications: Certification in HR management, such as PHR, SHRM-CP, or any other relevant qualification.
Experience in Multinational Organizations: Previous experience working in international organizations, especially in the UN system, would be a significant advantage.
Project Management Skills: Ability to manage HR-related projects and initiatives effectively, ensuring deadlines are met and objectives are achieved.

UNDP’s Work Culture

At UNDP, the work culture is driven by a commitment to diversity and inclusion, as well as a shared focus on achieving Sustainable Development Goals (SDGs). The HR Assistant will be part of a dynamic, multicultural team that emphasizes collaboration, respect, and creativity. Employees are encouraged to learn continuously, adapt to change, and innovate in their roles.

Key Aspects of UNDP’s Work Environment:

Collaborative Culture: The HR Assistant will work closely with colleagues across different departments and country offices. Collaboration and communication are highly valued to achieve strategic goals.
Commitment to Diversity: UNDP values diversity and encourages applications from people of all genders, ethnicities, and backgrounds.
Career Growth Opportunities: UNDP provides extensive learning and development opportunities, including training, mentorship, and potential job rotations within the organization.
Work-Life Balance: UNDP promotes a healthy work-life balance, offering flexible working arrangements and generous leave entitlements.

Conclusion: A Rewarding Career with UNDP Malaysia

The Human Resources Assistant role at UNDP Malaysia offers the opportunity to work within a globally renowned organization focused on making an impact on sustainable development. This position provides an excellent foundation for those interested in pursuing a career in Human Resources or the international development sector, as it offers exposure to diverse HR functions, strong professional growth, and an opportunity to contribute to UNDP’s mission.

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March 21, 2025

12 minutes read