Senior Human Resources Assistant

April 12, 2026

Grade

GS5

General Service

Reason

Temporary > Temporary Assignment/ Appointment

A (least hardship)

Family

2026-04-01

2026-12-31

Standard Job Description

Senior Human Resources Assistant

Organizational Setting and Work Relationships
Senior Human Resources Assistant will function under direct supervision of the Administrative or Human Resources Officer, assisting him/her in personnel administration and other HR related matters, including the process of recruitment and appointment of staff, and in the performance management and welfare issues of staff under area of responsibility (AOR).

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties
- Assist in the recruitment, assignment, reassignment and separation of local service staff. Prepare documents for the interview panel for the recruitment of local staff.
- Process local staff members' contracts, entitlements and benefits in accordance with Staff Rules and established HR procedures.
- Update personnel related information in MSRP/HR module where this activity has been rolled out from PAS to the respective office.
- Advise staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations.
- Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrange travel and hotel reservations
- Assist with shipment of their personal effects in coordination with the logistics section.
- Administer UNHCR medical insurance plan for locally recruited staff. Provide administrative support to staff and dependants in case of medical evacuations, as well as security evacuations/relocations. Maintain daily tracking record of staff and families to provide accurate information in case of emergency.
- Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records.
- Initiate calculations for payments related to personnel issues such as settlement of travel claims, overtime claims, hazard pay, MIP reimbursements, medical and security evacuations, shipment costs.
- Initiate routine correspondence on HR matters for the authorizing officer's approval.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable

Certificates and/or Licenses
Secretarial Administrative
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Good knowledge of UNHCR administrative procedures and processes and exposure to provision of support services in an international organization.

Desirable
Field experience with UNHCR and/or with other humanitarian organizations is an asset.
High IT affinity and working experience of PeopleSoft/MSRP.

Functional Skills
IT-Computer Literacy
PG-Resource planning
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
HR-PeopleSoft Human Capital Management
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-Enterprise Resource Planning (ERP)
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Operational Context

The AP Transitional Support Hub was established to provide centralized HR operational support to country operations across the Asia-Pacific region following structural and operational changes resulting from organizational reforms. With several field offices operating with limited capacity in support functions due to footprint reductions, the Hub plays an important role in ensuring the continuity and quality of HR transactional services across the region.

With the rollout of the Global Shared Services (GSS), selected HR functions primarily MIP services and personnel administration for local staff are being centralized under GSS. In this context, the Hub complements GSS by providing HR operational support outside the current scope of GSS, including but not limited to recruitment and selection processes for staff positions and the Affiliate Workforce (AWF), administration and management of AWF personnel, drafting position change notifications, vacancy advertisement, written test coordination, interview support, attestations, system access administration, as well as other HR support functions not currently provided through GSS services.

The HR Section of the Hub delivers transactional support to selected operations across multiple business units, including the Regional Bureau for Asia and the Pacific (RBAP), in coordination with HR counterparts and managers in the supported operations. The Hub primarily provides services to small- and medium-sized operations in the region, including India, Indonesia, Malaysia, Philippines, Nepal, China, Japan, the Republic of Korea, Australia, Kazakhstan MCO, Thailand MCO, as well as other countries under RBAP’s purview.

The AP Transitional support Hub is established to provide transitional, centralized support to country operations across the Asia-Pacific region in the wake of structural and operational changes resulting from organizational reforms. With several field offices operating with limited capacities in support functions due to footprint reductions, the Hub plays a critical interim transitional role in ensuring continuity and quality of transactional services until (Global Shared Services) GSS is fully operational and absorbs the functions of the Hub.

The HR Section of the Hub delivers transactional support to selected operations (multiple business units), including the Regional Bureau in coordination with HR counterparts and managers in the Operations supported.

The Senior Human Resources Assistant plays an important role in ensuring adherence to rules & regulations and standard operational procedures as per established policies and by advising staff members on their rights, obligations, benefits and entitlements, and assist them in interpreting UN/UNHCR staff rules and regulations.

Key responsibilities include administering transactional HR processes, benefits and entitlements for locally recruited staff applying the UN Staff Rules and Regulations to ensure uniform and consistent application of HR and administrative rules and procedures.

Maintain effective and cordial working relationships with other HR counterparts within the Organization, the Region as well as outside to ensure implementation of required action(s), observing discretion, due confidentiality and courtesy in all his/her dealings.

The role requires a high level of organization, attention to detail, and a good understanding the relevant regulatory framework. The Senior Human Resources Assistant must also demonstrate good communication skills.

The Senior Human Resources Assistant will work under the direct supervision of the Hub Manager, in close coordination with respective operations and HR Unit of the regional Bureau. The position requires a strong understanding of HR processes, attention to detail, and a client-service mindset. The Senior Human Resources Assistant must also be able to work in a high-volume, fast-paced environment, managing multiple priorities and maintaining high standards of accuracy and compliance.

The work is highly transactional in nature but strategically significant, as it helps operational efficiency in some of the region’s most resource-constrained locations. The Hub operates in a dynamic, multicultural environment that requires flexibility, adaptability, and a commitment to collaborative problem-solving.

Located in UNHCR Office in Kuala Lumpur, Malaysia, as part of AP transitional Support Hub, the Senior Human Resources Assistant operates under the direct supervision of the the Hub manager, with Functional technical dotted line to the Regional Bureau of Asia and the Pacific.

The Hub manager will provide general guidance and work plans for identifying work priorities and appropriate approaches. The incumbent will receive technical and functional guidance from the HR Unit at the Regional Bureau on the transactional work in line with relevant travel and HR policies and procedures. The Senior Human Resources Assistant should support the effective delivery of transactional services for operations in the region, in alignment with organizational rules, procedures, and internal controls.

The incumbent will contribute towards key performance Indicators in compliance with UNHCR HR rules & regulations and standard operational procedures as per established policies.

Skills for such would also be desirable, including the exposure to use of web-based, online tools.

S/he should be a strong team player, good communicator, flexible and proactive to support in managing range of issues, challenges, promoting collaboration and diversity in a multicultural environment.

Desired Candidate Profile:
• Previous experience in human resources management or administrative roles, preferably within international organizations.
• Good knowledge of UNHCR HR and administrative procedures and processes and exposure to provision of support services in an international organization.
• Excellent organizational and time management skills, with the ability to prioritize tasks efficiently.
• Attention to detail, analytical thinking and accuracy in processing requests
• Proficiency in MS Office applications, especially Excel, and experience with ERP (preferably Workday) and user level of Service Now.
• Ability to work independently, handle multifaceted tasks, and resolve issues proactively.
• Fluency in English; knowledge of additional regional languages is a plus.
• Past experience of working in a transactional environment providing client services
• Ability to maintain structure and discipline in managing transactional workload
• Client-focused with good communication and interpersonal skills
• Ability to manage priorities and meet deadlines in a high-volume environment
• Integrity, discretion, confidentiality and professionalism.

Additional Information:

UNHCR does not sponsor work visa or work permit and applicant who is not Malaysian national should already have their status confirmed that they are able to secure a work visa at the time of the application.

Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

This position doesn't require a functional clearance

English

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Skills

FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), HR-PeopleSoft Human Capital Management, IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), PG-Resource planning, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Education

Certifications

Administration - Other, Secretarial - Other

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