Recruitment Assistant

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global organization that aims to eradicate poverty and reduce inequalities through sustainable development. Established in 1965, UNDP operates in approximately 170 countries and territories, working with governments and people to address development challenges. The organization is committed to transparency and accountability, adopting International Public Sector Accounting Standards (IPSAS) to enhance its operations. The Global Shared Service Centre (GSSC), part of UNDP, provides essential HR services to over 40,000 personnel across the UN system, ensuring high-quality support and service delivery. The GSSC has established itself as a center of excellence in Human Resources Administration within the UN, with a focus on recruitment, HR policy, advisory services, and payroll management.

Job Overview:
The Recruitment Assistant plays a crucial role in supporting the recruitment processes for UNDP Country Offices. Reporting to the Recruitment Associate and under the guidance of the Recruitment Analyst, the Recruitment Assistant is responsible for ensuring compliance with UNDP's recruitment policies and procedures. This position involves a variety of administrative tasks aimed at facilitating the recruitment of personnel, including advising clients on recruitment strategies, managing candidate communications, and maintaining recruitment databases. The Recruitment Assistant is expected to promote a collaborative and client-oriented approach, sharing knowledge and best practices within the team and conducting training as necessary. The role requires a strong commitment to transparency and accuracy in all recruitment activities, contributing to the overall mission of UNDP to improve lives globally.

Duties and Responsibilities:

• Support the implementation of recruitment strategies by ensuring compliance with UNDP rules and regulations, and contributing to the development of internal Standard Operating Procedures (SOPs) for recruitment management.
• Assist in the review of recruitment requests, vacancy announcements, and the screening of applicants.
• Evaluate candidate applications, gather references, and organize interview panels.
• Finalize candidate selections and approvals, and hand over completed recruitment cases to the GSSC HR Administration Team for onboarding and contract management.
• Communicate with candidates regarding the outcomes of their applications and provide timely updates.
• Produce recruitment analytics reports to assess critical vacancies and support UNDP's priorities for gender parity and workforce diversity.
• Maintain and update recruitment tracking systems and databases, ensuring accurate data management.
• Contribute to the maintenance of candidate rosters and oversee alternate candidates.
• Participate in knowledge management initiatives related to recruitment, selection, and placement. 1
• Engage in continuous learning and development to enhance recruitment practices and share insights with the team.

Required Qualifications:

• Secondary education is required; a university degree in Human Resource Management, Business Administration, Public Administration, Social Sciences, International Relations, or related fields is preferred but not mandatory.
• Minimum of 5 years of relevant HR and/or administrative experience with a high school diploma, or 2 years with a bachelor’s degree.
• Proficiency in MS Office applications (Word, Excel) and familiarity with digital platforms and collaboration tools.
• Experience with cloud-based management systems such as ERP is essential.
• Strong communication skills, with experience in engaging with internal and external clients at various levels.
• Familiarity with talent acquisition software and platforms is desirable.
• Work experience in an international organization is an asset, along with knowledge of Power Apps and AI tools.

Educational Background:
The position requires secondary education as a minimum. However, candidates with a university degree in relevant fields such as Human Resource Management, Business Administration, Public Administration, Social Sciences, or International Relations will be given preference. While a degree is not mandatory, it is advantageous for applicants to possess a strong educational background that aligns with the responsibilities of the role.

Experience:
Candidates must have a minimum of 5 years of relevant HR and/or administrative experience if they hold a high school diploma, or at least 2 years of experience if they possess a bachelor’s degree. This experience should preferably be in recruitment at either the national or international level. The role demands proficiency in using MS Office applications and familiarity with digital platforms, as well as experience in managing cloud-based systems and communicating effectively with various stakeholders.

Languages:
Fluency in English, both written and verbal, is required for this position. Additionally, working knowledge of another UN language is considered an asset, enhancing the candidate's ability to engage with diverse teams and stakeholders within the UN system.

Additional Notes:
This vacancy is open to nationals of Malaysia. UNDP is committed to equal opportunity and values diversity, encouraging qualified applicants from all backgrounds to apply. The organization emphasizes creating an inclusive workplace where all personnel can thrive and contribute to its mission. Selected candidates will undergo relevant checks and are expected to adhere to UNDP's standards and principles regarding harassment and discrimination. UNDP reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions at the same grade level. The organization does not charge any fees during the recruitment process.