Recruitment Assistant (G5), Roster Recruitment (For Malaysian Nationals Only)

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UNDP - United Nations Development Programme

Background and Organizational Context

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. As part of this commitment, UNDP adopted International Public Sector Accounting Standards (IPSAS) and established a Global Shared Service Center (GSSC) to provide IPSAS transactional recording (in the areas of revenue, expenses and fixed assets), advisory and support services to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. Human Resources services within the GSSC was set up earlier in 2003 in Copenhagen and it provides customized service packages to more than 40,000 UN personnel from agencies, funds and programmes across the UN System. GSSC/HR in Copenhagen has established a legacy as a major Human Resources administration center within the United Nations and is recognized as a center of excellence. The Global Shared Service Center (GSSC) is part of the Bureau for Management Services (BMS).

In the area of Human Resources, the GSSC supports both staff and management in UNDP offices and units, with the full cycle of HR services ranging from recruitment, talent management, learning and development, HR policy and advisory services, benefits and entitlements management, payroll and banking transactions. 

In Kuala Lumpur as well as six UNDP Regional Bureau Service Centers (RSCs) – Addis Ababa, Amman, Bangkok, Dakar, Istanbul and Panama – the recruitment and administration of local personnel will be proximity-based and managed by outposted GSSC personnel who report directly to the Global Shared Services Center (GSSC) in Copenhagen.

Position Purpose

Under the overall guidance and supervision of the Recruitment Associate, the Recruitment Assistant supports the transparent implementation of the outposted recruitment of personnel for Country Offices in the assigned region. S/he performs a variety of standard administrative processes and services ensuring high quality and accuracy of work and consistency in service delivery.

The Recruitment Assistant supports the team with the provision of advice to internal and external clients and managers on policies, guidelines and services and promotes a collaborative and client-oriented approach, sharing knowledge and best practice, including conducting training courses and coaching. Clients with whom there is direct contact may include UN Agency staff and other personnel in country offices as well as other units in UNDP.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1) Support effective implementation of HR strategies focusing on achievement of the following results:
  • Full compliance of recruitment processes and records with UN/UNDP rules, regulations, policies and strategies.
  • Input to recruitment business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in recruitment management in consultation with direct supervisors and GSSC management. 

2) Implement Recruitment Services focusing on achievement of the following results:

  • Support to the preparation of draft terms of reference, vacancy announcements, screening of applicants, evaluation of candidate applications, gathering of candidate references, organization of interview panels, finalization of candidate selection/approvals and handover of completed recruitment cases to the GSSC Benefits and Entitlements Team or GSSC PSA Team for hiring, onboarding and contract management.
  • Support to the communication with candidates as it relates to the outcome of their applications.
  • Provide assistance with the production of insightful recruitment analytics reports with regard to critical vacancies taking into account UNDP’s corporate priorities of gender parity and workforce diversity.
  • Support the maintenance and update of recruitment measurements and tracking systems.
  •  Contribute to the maintenance and update of candidate rosters.
  •  Support Team members to meet the goals of the Team and GSSC RSC.
  •  Provide support on the reduction of costs of operations and related costs to clients and partners and assist Country Offices with the validation and timely recovery of charges related to recruitment services provided to projects and/or other UN Agencies.
  • Perform any other tasks assigned by direct supervisors.
3) Support and maintenance of Knowledge Management Prescriptive Content for Recruitment, Selection and Placement focusing on achievement of the following results:
  • Ensures that knowledge management distribution/system contains accurate and comprehensive coverage of recruitment, selection and placement matters.
  • Contribute to the identification of the need for new and/or modified policies and practices and initiate or propose actions required. Actively liaise with direct supervisors to seek policy clarifications and/or identify agreed solutions.
  • Support to periodic training courses on local recruitments for Country Offices and the Regional Hub. 
  • Contribute to continuous learning and development for recruitment by pursuing own development and acquire new knowledge with recruitment best practices.  
Achieve Results – LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively – LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
Learn Continuously – LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility – LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
Act with Determination – LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner – LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion – LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 
Cross-Functional & Technical competencies

HR – Recruitment (Recruitment design and management)

  • Knowledge of, ability to design and manage end to end recruitment processes.

HR – Recruitment (Assessment and Selection)

  • Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms; ability to effectively align them with specific recruitment needs.

Business Management (Customer Satisfaction / Client Management)

  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. 
  • Ability to anticipate client’s upcoming needs and concerns.

Business Management (Communication)

  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Management (Digital Awareness and Literacy)

  • Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed. 

Business Management (Change Management)

  • Ability to prepare, support, and help individuals and teams in designing and implementing organizational change.

Business Development (Knowledge Generation)

  • Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
Required Skills and Experience –
  • Secondary education is required.
  • A university degree in Human Resource, Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.
  • Specialized certification in HR Management would be an asset.
  • Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant HR and/or administrative experience in client services provision, preferably in recruitment, at the national or international level is required. 
  • Advance user of MS Office packages (MS Word, Excel etc.) is required. 
  • Proficiency in using collaboration tools, as well as familiarity with digital platforms and new technologies is required. 
  • Experience in handling of web-based management systems is required. 
  • Experience with talent acquisition software and platforms is desired. 
  • Work experience from an international organization and/or shared services center is desirable.
  • Familiarity with interpretation and application of UN/UNDP policies, rules and regulations would be an asset.

Language Requirements

  • Fluency in English (both written and verbal) is required.
  • Fluency in other UN languages (Arabic, Chinese, French, Russian and Spanish) is desirable.   
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.



Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP 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 UNDP at the same grade level and with similar job description, experience and educational requirements.


UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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