HR Assistant

Job Posting Organization:
The United Nations University (UNU) is a global think tank and postgraduate teaching organization within the United Nations System. Established to engage in policy-relevant research, capacity development, and knowledge dissemination, UNU aims to further the purposes and principles of the United Nations. Over the past fifty years, UNU has been a vital source of impartial research focused on sustainability, security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">human security, and economic development. With hundreds of researchers operating across 12 countries, UNU's expertise encompasses the full spectrum of the 17 Sustainable Development Goals, generating policy-relevant knowledge to foster positive global change. The organization collaborates closely with other UN entities and leading research institutions worldwide, emphasizing its commitment to addressing pressing global challenges. For more information, please visit http://unu.edu.

Job Overview:
The HR Assistant position at UNU is designed to support the Human Resources Office in Putrajaya, Malaysia, under the guidance of the Chief of Human Resources. The role primarily involves processing consultant contracts within the ERP system, ensuring compliance with established procedures and relevant policies. The HR Assistant will be responsible for coordinating procurement services for consultants, managing insurance enrolment requests, and supporting recruitment activities. The position requires a proactive approach to maintain operational efficiency and compliance, as well as the ability to assist in various HR functions, including financial processing and record management. The HR Assistant will also play a crucial role in system testing and user support during the implementation of new HR systems, ensuring a smooth transition and effective adoption by end users.

Duties and Responsibilities:

• Coordinate procurement services for Consultant (CTC) and Institutional Contractual Agreement (ICA) in Quantum, ensuring compliance with relevant rules and regulations. This includes creating and closing Requisition-POs, receipting, and invoice processing for UNU Putrajaya, Centre Tokyo, UNU-CPR, and other offices as needed.
• Ensure accurate processing of financial entitlements based on deliverables outlined in consultant contracts and assist with the preparation of information required to respond to audit findings and recommendations.
• Support year-end financial closing activities.
• Manage insurance enrolment requests for non-PSA consultants, maintaining a centralized database to track enrolment status and coverage details.
• Coordinate with UNU HR Focal Points and insurance providers to resolve enrolment or coverage issues and monitor the disbursement and payment of quarterly insurance invoices.
• Assist in system testing activities for Quantum SCM, identifying issues and validating functionalities, and support the development of user guides and training documentation.
• Provide support to end users during testing and go-live phases.
• Coordinate recruitment activities, including interview scheduling, candidate communication, and documentation.
• Perform other duties as assigned by the supervisor, ensuring timely and accurate processing of procurement and contract documentation, organized consultant records, and efficient coordination of recruitment logistics.

Required Qualifications:

• Education: A diploma or degree in Human Resources, Business Administration, Business Studies, or a related field is required. Fresh graduates with relevant academic backgrounds are encouraged to apply.
• Experience: At least 2 years of relevant working experience is required for diploma holders, while fresh graduates with internship experience are also encouraged to apply.
• Skills: Strong organizational skills, attention to detail, and the ability to work collaboratively in a team environment are essential. Proficiency in using HR management systems and Microsoft Office applications is also required.

Educational Background:
Candidates must possess a diploma or degree in Human Resources, Business Administration, Business Studies, or a related field. The organization encourages fresh graduates with relevant academic backgrounds to apply, highlighting the importance of educational qualifications in the selection process.

Experience:
The position requires at least 2 years of relevant working experience for candidates holding a diploma. However, fresh graduates with internship experience are also welcomed to apply, indicating that the organization values potential and academic achievements alongside practical experience.

Languages:
Fluency in English is mandatory for this position. Knowledge of another UN official working language is considered an asset, enhancing the candidate's profile and ability to communicate effectively within the diverse UN environment.

Additional Notes:
The successful candidate will be employed under a Personnel Service Agreement (PSA) contract, with an attractive compensation package that includes an annual net salary ranging from MYR 41,398 to MYR 50,230, depending on experience and qualifications. Benefits include 30 days of annual leave and a health insurance scheme. The initial contract duration is 1 year, with the possibility of renewal based on performance and organizational needs. The combined duration on a PSA contract with UNU may not exceed six years, and the mandatory retirement age for PSA holders is 65 years. The starting date for this position is immediate, and applications must be submitted by 23:59 MYT on the deadline date. The organization is committed to diversity and inclusion, encouraging applications from all backgrounds, including women and individuals from developing countries.