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Human Resources & Administration Specialist

Date Posted: Apr 28, 2021

Job Description

Habitat for Humanity Malawi (HFHM) is a non-profit Christian organization affiliated with Habitat for Humanity International (HFHI). By providing people adequate, decent and affordable housing solutions, HFHM contributes to the improvement of living conditions for low income and vulnerable groups in Malawi.

HFHM is looking to employ suitable candidate for the following position:

POSITION: Human Resources and Administration Specialist


REPORTS TO: National Director

DUTIES: Human Resource Management 

In consultation with departmental heads, assist in the development of detailed Job descriptions and the recruitment of new or replacement positions in the organization.

  • Oversee the entire recruitment process once approval for recruitment has been issued. This will include placement of the adverts, receiving of applications, first level short listing and forwarding the same to the relevant departmental head(s) for the final short listing, contacting candidates and organizing interviews and seeking for references of successful candidates.
  • Manage and provide direction to staff with respect to general personnel policies and procedures.
  • Develop implements and maintain policies, procedures and programs in order to assure cohesiveness and effectiveness.
  • Under the direction of the, National Director and EMEA OA human resource department, manage the design, implementation and administration of compensation programs including job evaluations and salary reviews and administration.
  • Prepare orientation materials for new staff coming into the organization and organize for their detailed orientation into the organization.
  • Maintain the files of all staff, ensuring that they have all the relevant documentation.
  • Working with departmental heads, ensure that regular performance reviews are done and filing the same in the relevant staff files.
  • Working with departmental heads, identify training opportunities for staff and facilitate the training of the same through sourcing for qualified trainers and institutions.
  • Working with departmental heads, identify areas for further training for staff, track the training received and its application in enabling the organization achieve its mandate
  • Maintain leave schedules for staff, ensuring that staff take leave when due.
  • Managing employee benefits (WIBA, Medical Insurance and Pension scheme).
  • Employee safety and health issues
  • Manage job separation such as terminations, dismissal and resignations
  • Maintaining employee discipline and handling disciplinary cases Administration
  • Ensure that both National and Regional Office staff have all facilities they need to effectively carry out their duties.
  • Specifically, receive and work with the procurement committee and the finance department to ensure timely purchase of supplies and services needed for the proper running of the organization.
  • Keeping accurate records of minutes and other reports of the management and working committees.
  • Support the Administrative and RDC office in handling the logistics and itineraries of all official functions of the organization staff and the board.
  • Preparing and management of suppliers/vendors contracts

LOCATION: National Office - Malawi



  • Assist the National Director in the administrative management of the talent pool within HFH Malawi
  • Ensuring that staff receive administrative and HR support and assistance as they implement the mission and vision of the organization of ensuring that every person has a decent place to live in.


All departments and staff


  • Minimum education: Degree in Business Administration or Human Resource Management, Social
  • Registration with IHRM preferred


  • At least five (5) years’ experience administration and HR management in a busy office, preferably an international NGO


  • Technical skills
  • Professional skills in running the HR & Admin functions
  • Computer skills
  • Ability to manage large volumes of work, work longer hours if needed
  • Should possess excellent organizational skills.
  • Analytical skills
  • Decision making & problem solving

Interpersonal and Behavioural competencies:

  • Have excellent people relations skills.
  • Able to relate well to others and use interpersonal skills to achieve desired objectives;
  • Able to influence the behaviour and decisions of people on matters concerning recruitment and other personnel or individual issues;
  • Able to cope with change, to be flexible and to handle uncertainty;
  • Able to make sense of issues, identify and solve problems and ‘think on one’s feet’;
  • Focus on achieving results;
  • Able to maintain appropriately directed energy and stamina, to exercise self-control and to learn new behaviours;
  • Able to communicate well, orally and on paper
  • Ability to work under pressure.
  • Healthy, physique,
  • Able to give counseling to the employees


  • Personnel files
  • Items in the stores
  • Desk top computer


  • Flexibility – frequent travel to the regions
  • Have interests in learning new environments, duties and tasks

How to apply

Interested candidates should submit their applications with CVs and a cover memo plus at least three traceable referees not later than 10th May, 2021 to:

National Director

Habitat for Humanity Malawi

P O Box 1638


Or email to:




Skills Required

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Job Detail

  • Location
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  • Type
    Full Time
  • Positions
  • Apply Before
    11 May, 2021

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