Human Resources Associate (GS6)

Job description

About UN University (UNU)

The United Nations University (UNU) is a global think tank and postgraduate teaching organization within the United Nations System. UNU engages in policy-relevant research, capacity development, and knowledge dissemination in furtherance of the purposes and principles of the United Nations. The work of UNU contributes to solving pressing global problems that are the concern of the United Nations and its Member States.

For the past five decades, UNU has been a source of impartial research on sustainability, human security, and economic development. With hundreds of researchers working at institutes in 12 countries, UNU's expertise spans the full breadth of the 17 Sustainable Development Goals, generating policy-relevant knowledge to effect positive global change. UNU collaborates closely with other UN entities and leading research institutions across the globe. For more information, please visit http://unu.edu

About UNU Centre Administration

UNU Centre Administration is responsible for developing and implementing administrative policies governing the UNU and its global network of institutes and programmes. In addition, UNU Centre Administration provide services to internal clients in the areas of financial management, budgeting, human resources management, travel and procurement. UNU Centre Administration is located in Tokyo, Japan, with a global services centre based in Putrajaya, Malaysia.

Responsibilities

Under the overall guidance and supervision of the Chief of Human Resources, the HR Associate is accountable for service provision, transactions and advice to internal clients on the full HR life cycle administration for UNU Personnel. The incumbent interprets and applies the 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 Associate 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. Lead and coordinate HR administrative services for various contract types – including FTA, PSA, CTC, interns, and others with a particular focus on supporting UNU personnel and HR Focal Points in the America and Africa regions, while providing support to Europe:

• Provide advice on recruitment and selection processes in line with corporate guidelines and policies, leading to the timely sourcing, selection and placement of the required talent. This includes initiating transparent and competitive recruitment and selection processes (from the review of job descriptions to the screening of candidates) as well as ensuring the timely management of the process.

• Prepare FTA hiring and promotion submissions for the Central Review Board (CRB) meetings and coordinate the associated approvals process for other contract modalities.

• Liaise with GSSU and take action as required through UNAll and HR Workbench for the initiation of hiring process and preparation of staff and PSA contracts (recruitment, amendments, extensions). Timely follow up with relevant HRFP and colleagues in UNDP GSSU on contract/payroll related issues.

• Ensure accurate input of the HR transactions related to staff positions, recruitment, benefits, recoveries, adjustments and separations in the ERP system. Timely follow up with GSSU on reports to ensure prompt resolution and data integrity.

• Serve as the overall lead for PSA process across all providing guidance and oversight to other HR Associates and teams.

2. Compensation and Benefit

• Administer staff benefits including leave administration, medical insurance, pension contributions, education grants, mobility allowances, and other entitlements.

• Interpret and apply UN Staff Rules and Regulations related to benefits.

• Liaise with UNDP and other UN entities on inter-agency benefit matters, including medical insurance, pension contributions, and dependency allowances.

• Prepare reports and statistical summaries on compensation and benefits for audits, management reviews, and HR planning.

3. Workforce planning and analytics

• Analyze and interprets workforce data and statistics from various corporate platforms, including Quantum and prepares Human Resources reports and presentations to inform management decisions and interventions.

• Generate a variety of reports on a monthly and yearly basis, e.g. payroll and headcount reports.

• Support HR’s data submissions to audit requests and financial reporting.

• Contribute to monitoring and reporting on gender parity indicators to help promote equitable representation across the organization.

4. Advisory support on HR processes and personnel management

• Advise supervisors and staff on the completion and review of Performance Appraisal Reports (PARs), promoting a culture of continuous feedback, accountability, and professional development.

• Provide expert guidance to personnel and HR Focal Points on performance management processes, including the implementation and monitoring of Performance Improvement Plans (PIPs), ensuring alignment with UN policies and principles of fairness and transparency.

• Serve as a first contact for addressing workplace harassment, misconduct, and conflict resolution, offering confidential advice on procedures, reporting mechanisms, and resolution pathways in accordance with UN ethics and conduct standards.

• Actively promote and support mental health and wellbeing initiatives.

• Maintain accurate documentation and case tracking for advisory services provided, ensuring confidentiality and data integrity.

5. Support the adoption and optimization of HR technology solutions, including ERP systems, digital workflows, and data analytics tools

• Assist in testing and validating system updates or changes, ensuring new functionalities meet HR business requirements before implementation.

• Liaise with UNDP and UNall technical teams to identify, report, and follow-up on technical issues related to HR systems and platforms.

• Support the delivery of training sessions and assist in developing user guides for HR Focal Points and staff on new digital tools and system upgrades.

6. Lead the Insurance administration

• Serve as the focal point in managing health insurance matters across UNU, including health insurance, After-Service Health Insurance (ASHI), and travel insurance.

• Provide advice to HR focal points, personnel and management on relevant insurance policies.

• Liaise with HR focal points in institutes and offices to disseminate information on insurance matters.

• Provide guidance and support on cases involving CIGNA, medical evacuation (medevac), Appendix D, and disability, under the direction of the insurance administration lead.

• Manage and administer annual insurance renewal for PSA and the quarterly payment coordination with Cigna and HRFPs.

7. Coordinate with Administration on Finance, Procurement, and Travel Matters

• Serve as the coordination link between the HRKL and Centre administrative units to support operational needs and resolve cross-functional issues. Ensure smooth communication and follow-up on administrative actions related to finance, procurement, and travel.

• Coordinate with the AP Finance team on non-personnel-related payments such as cost recovery and vendor payments.

• Liaise with the Travel team to manage travel-related matters for the Centre, ensuring compliance with UNU travel policies.

8. Perform other duties as assigned by supervisor.

Key performance indicators

• Timely, complete and accurate human resources transactions/activities/documentation.

• High quality, timely and accurate service is provided to clients.

• Clear and cooperative communication channels with internal and external partners.

• High level of client satisfaction and credibility in UNU HR services.

• Continuous support of professionalization of HR.

• Timely and quality delivery of HR reports 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

Qualifications and requirements

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 6 years (with Secondary education) or 4 years (with University Degree) of relevant experience in human resources management services.

• 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.

• UN working experience is desirable.

3) Language Requirements

• Fluency in English (written and spoken) and Bahasa Malaysia.

• Knowledge of another UN official working language is an asset.

Remuneration

UNU offers an attractive, tax exempt compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), 30 days annual leave, dependency benefits, pension plan and health insurance scheme. For more information please see: https://careers.un.org/lbw/home.aspx?viewtype=SAL

Duration of contract

This is a full-time, fixed-term appointment. The initial appointment will be for one (1) year with the possibility of renewal on a fixed-term appointment basis, subject to satisfactory work performance.

For academic positions, the combined duration of fixed-term appointments with UNU may not exceed six (6) years. The mandatory age of retirement for United Nations staff is 65 years.

Expected start date

1 January 2027

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

17 September 2026

Submissions must be received by 23:59 MYT (Malaysia time zone) on the deadline; late entries will not be accepted.

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.

Scam warning

UNU does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Position details

• Institute or department: Human Resources
• Location: Putrajaya, Wilayah Persekutuan Putrajaya, Malaysia
• Work arrangement: On-site
• Application closes: 2026-09-17 15:59:59 UTC