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Human Resources & Administration Manager

Date Posted: Jun 04, 2020

Job Description


United Purpose (UP) Malawi is an international non-governmental organisation working to create opportunities for lasting improvement in peoples’ lives. We work in partnership with others to support a range of livelihoods and food security, WASH and health, sustainable energy and gender equality programmes reaching over 1,000,000 people a year across Malawi. Globally, we work in nine countries across Africa, Asia and South America, however our Malawi programme is the largest country programme. UP currently operates in 17 districts in Malawi, supporting over 30 on-going projects, with a total staff of over 250.

UP invites applications from suitably qualified and experienced persons to fill the following local vacancy:

Position: Human Resources & Administration Manager
(1 position based in Lilongwe Office)

Job Purpose:

Under the direct supervision of the Deputy Country Director, the Human Resources & Administration Manager provides leadership and Strategic direction for the Human Resources and Administration function within the organisation and manages the HR services and functions to enable the organisation attain, attract, motivate and develop employees; supporting and sustaining a culture that United Purpose (UP) is a great place to work. The job holder is also responsible for providing oversight of all human resource activities and procedures and ensuring that the office and all administrative functions of the organisation are operationally efficient and effective. S/he line manages the Human Resources Officer, Administration & Operations Officer, Administrative Assistants and Administrative Secretaries.

Key duties and responsibilities:

1. Human Resources

  • Overall maintenance of UP Conditions of Service, staff policies & procedures and ensuring that they are applied consistently across the organisation. Reviewing, developing, sensitizing, interpreting and implementing HR policies and procedures, ensuring an effective HR service that promotes good employee relations and contributes towards and facilitates the achievement of organisation objectives. Continuously review and amend HR policies and strategies in response to internal and external factors influencing full spectrum of HR issues ensuring legal compliance with the local legislation is observed.
  • Day-to-day management of the HR & Admin Department, ensuring timely and effective service to management and staff throughout the organisation;
  • Advise managers on organisational policy matters such as appointments, discipline & grievance management, performance management, contract terminations, and remuneration ensuring dissemination of uniform UP practice throughout the organisation;
  • Lead in staff awareness and adherence of all UP policies such as; Code of Conduct, Safeguarding of Children and Vulnerable Adults, Whistle blowing, Fraud, and Anti Harassments
  • Review, identify gaps and strengthen recruitment processes to ensure rigorous compliance with the Safeguarding Children and Vulnerable Adults Policy; ensure HR staff are trained/skilled in recruiting personnel through a safeguarding of children and vulnerable adults lens; and ensure safeguarding is incorporated into the performance management system
  • Provide leadership in the management of staffing, arbitration of disputes and disagreements, grievances and disciplinary procedures;
  • Interpreting and advising on Laws on Employment, Labour, and Pension, handling labour disputes, representing UP at Labour Office, Industrial Relations Court and any other court on employment cases, appraising management with developments in labour laws, ensuring that Conditions of Service comply Laws of Malawi and carrying out reviews as changes occur
  • Maintaining close relationships with associations that deal with human resources such as Employers Consultative Association of Malawi (ECAM), Institute for People Management Malawi (IPMM);
  • Advise on and ensure that recruitment and selection processes are undertaken in line with regulatory requirements and UP practice;
  • Prepare terms and conditions of employment and issue all employment contracts in compliance with Malawi’s Labour Law and UP HR best practices
  • Review the monthly payroll to ensure that all staff changes have been effected and document variances in collaboration with the finance staff;
  • Encourage mentor and support staff in the department and throughout the organisation to undertake training when considered advantageous for the organization and funding available. Develop a training allowance policy to guide staff and the organisation on how best to utilise training budgets. Undertake courses and attend workshops and conferences as required by management;
  • Attending to general staff concerns regarding sicknesses, sick and compassionate leave in accordance with standing policies, arranging for funeral in the provision of appropriate coffins, condolences, wreaths and transport, representing wherever necessary management at burial ceremonies, attending to deceased estate matters. Arranging for Christmas parcels and get together staff functions, carrying out periodic visits to all project offices holding meetings with staff on issues affecting their welfare and appraising staff on emerging legal issues or changes in UP’s policies;
  • Ensuring that employees are placed on Pension and Group Life Assurance Schemes on joining UP and those that have left UP have been withdrawn from the schemes. Attend to all Pension and Group Life Assurance Schemes issues;
  • Lead in the promotion of an employee-oriented organisational culture that emphases quality, continuous improvement and high performance;

2. Administration

  • Responsible for ensuring that all administration aspects of the organisation are delivered according to best practice administration standards and in compliance with Malawi law and organisation’s policies on health and Safety amongst others.
  • Lead in the development, rolling out of the administration policies, procedures ensuring legal compliance with the Malawi legislation is observed and adhered to. Propose ideas for reviewing these in line with developments in the country, or donor requirements and operational efficiency
  • Oversee maintenance, insurance, security, general of all office premises, housing facilities and office equipment.
  • Ensure that all service contracts are up to date and terms and condition being complied with.
  • Contribute to the planning and budgeting process of the organisation ensuring that office administration needs are well funded. Plan and regularly monitor administrative expenditures to ensure smooth running of the office.
  • Provide leadership to staff in the department to ensure that all international staff have valid working documents (Visas. Work permits), and are registered with any necessary government bodies.
  • Ensure that all new staff in the office receive an induction on Administration systems and procedures as well as refresher trainings when required and monitor this process
  • Ensure that all admin offices have an efficient filing systems in line with donor rules and regulations which enables all admin working documents within the Admin office to be easily accessed.
  • Maintain regular survey/trend analysis of administration services, costs and recommended suggestions, systems that would improve cost effectiveness and efficiency
  • Ensuring that all personal and non-personnel insurance matters have been attended to and that as much insurable risks as possible are covered;
  • Ensuring that the register of all assets in UP is up to date and that all insurable assets are covered adequately;

Qualifications, Experience, Essential Skills and Competencies:

1. Required Qualifications:

  • Master’s Degree qualification in Human Resources, Business Administration or related field.
  • Minimum of 5 years’ professional experience managing and providing leadership on human resource and administration in a large international organisation.
  • Experience in dealing with government departments, labour matters and other government bodies.
  • Broad knowledge and experience in employment law, compensation, benefits administration, organizational planning and development, employee relations, safety, learning and development and office administration.
  • Must be an active member of the Institute of People Management Malawi (IPMM)
  • Must have basic computer skills in Microsoft Office applications and other HR online programs

2. Essential skills:

  • Strong planning, coordination, and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities;
  • High level of maturity, and strong people management skills, with good intuition and experience in a multicultural and diverse team;
  • Diplomacy and an ability to manage and solve conflicts.
  • Resourcefulness and creativity in developing the role of human resource and administration function; ensuring its providing the most effective support to the organisation;
  • Must be accurate and efficient, high energy, comfortable performing multifaceted projects in conjunction with day-to-day activities
  • Strong oral and written communication skills. Superior interpersonal and coaching skills including patience and ability to work well with staff at all levels with evidence of the practice of a high level of confidentiality.
  • Demonstrated ability to successfully participate on senior management teams and provide leadership and strategic recommendations on HR and administration issues.
  • Excellent analytical skills and good reasoning abilities and sound judgment.

Terms and conditions:

The position will attract a generous benefits package including a competitive salary, housing allowance, medical aid, insurance, leave grant, etc

How to apply:

Qualified and interested candidates who meet the stated requirements must submit a completed Application Form. Please note that CVs and cover letters will not be accepted. Please visit…  to download the Application Form, and then submit the completed form via email only to:


If you have difficulty accessing the form, then contact us at Email: . When submitting, please cite the position you are applying for in the subject title. Any applications that do not include this in the title will not be considered. No hard copies / physical applications will be accepted. Closing date for the receipt of completed application forms is 12:00 Midnight of Monday, 15th June 2020. Only short listed candidates will be contacted.

United Purpose takes the safety and well-being of all those we work with, and our staff, very seriously. We have a zero-tolerance policy on abuse. Our recruitment is safe, meaning that we recruit staff with the highest values and standards of ethical behaviour. United Purpose has a Safeguarding Children and Vulnerable Adults Policy, which reflects our commitment to protecting the people with whom we work. All candidates will be expected to comply with this policy and its procedures.

For more information about UP, please visit our website at .

UP is an equal opportunity employer, and women are particularly encouraged to apply

Skills Required

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    Full Time
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  • Apply Before
    16 Jun, 2020

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