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Human Resources and Administrative Officer

Date Posted: Jul 31, 2020

Job Description

The Bantwana Initiative of World Education Inc. (WEI/Bantwana) seeks an experienced HR & Admin Officer for  the USAID funded Ana Patsogolo Activity, a project to reduce the vulnerability of orphans and vulnerable children (OVC) and adolescent girls and young women (AGYW) to HIV and GBV in Malawi. WEI/Bantwana is a leader in the development of high quality, comprehensive OVC service delivery in countries in southern and eastern Africa.  WEI/Bantwana brings a strong track record of excellence and innovation in improving access to and quality of integrated OVC care and support. It focuses on strengthening coordination and harmonization of care, protection and support services across the HIV continuum of response, for OVC households from community to national level. 

Working in close collaboration with the Director of Finance and Admin, the HR & Admin Officer will provide professional and efficient human resources and administrative support for the Ana Patsogolo Activity. He /she will work in close collaboration with technical, operations and finance teams to support recruitment and hiring processes and ensure compliance to WEI/Bantwana Malawi policies and procedures, USAID rules and regulations and local labor laws, provide technical assistance to implementing partners on HR & Admin related functions as well as provide administrative management support to the Director of Finance and Administration. Specific responsibilities include but are not limited to:

Human Resources

  • Oversee the day-to day personnel management and general HR related queries from WEI/Bantwana Malawi staff
  • Solve complex problems affecting staff (e.g. in relation to organizational change) and individuals (e.g. contractual issues, grievances, ill health, performance issues etc.)
  • Work with supervisors to update job requirements and job descriptions for all positions.
  • Coordinate staff performance appraisals and work with individual supervisors to ensure HR files are complete
  • Monitor and keep abreast of changes to Malawi employment law and ensure WEI/Bantwana Malawi human resources policies and procedures are in compliance and up to date 
  • Serve as the main point of contact for updating the Local Hire Manual
  • Oversee the recruitment process for all newly hired WEI/Bantwana Malawi staff (including overseeing the applicant screening process, setting up interview times, verifying references, and drafting offer letter)
  • Manage all aspects of the orientation process for new staff
  • Manage all aspects of staff contracts (renewal and termination of interns, and consultants)
  • Proactively identify areas for improvement in HR processes and initiate strategies to address them
  • Maintain medical insurance for WEI/Bantwana Malawi staff and asset insurance for all WEI/Bantwana Malawi property.
  • Monitor appropriate implementation of various benefits such as Medical Insurance 
  • Manage all aspects of staff leave and ensure proper calculation of all staff balances
  • Manage exit interview processes to ensure lessons learned are documented
  • Works closely with capacity building  team to provide technical assistance to WEI/Bantwana partners on HR and Admin policies and procedures
  • Proactively support staff welfare by leading the review of benefits and services to ensure staff are supported to excel in their tasks and deliverables
  • Ensure all staff have necessary equipment such as laptops and phones to execute their duties effectively
  • Coordinate with administrative staff to ensure that inventories are kept for all project assets, and ensuring that assets are properly maintained.
  • Take lead in organizing staff events that promote staff cohesion and performance
  • Work closely with the Director of Finance and Administration to keep all WEI/Bantwana Malawi offices functional and well maintained, in line with provisions of the office lease agreement.
  • Work collaboratively with the Logistics Officer and Administrative Interns to ensure smooth office operations and that office supplies are fully stocked 
  • Responsible for managing and storing electronic copies of consultant agreements, employee records, and all other critical administrative documents.
  • Perform any other duties as may be assigned by the Director of Finance and Administration
  • The candidate must hold a Bachelor’s degree in a related field such as Human Resources or Business Administration, or equivalent experience. 
  • At least three years’ experience in a similar position, preferably with a reputable international organization. 
  • Demonstrated knowledge of Malawian labour laws.
  • Discreet and able to work with confidential issues
  • High level of accuracy and attention to detail
  • Ability to manage multiple tasks and work to tight deadlines
  • Solid understanding of MS Word, MS Excel and professional email communication.
  • Excellent interpersonal and communication skills.

How to apply

Applications will be received until 4 August 2020 or a rolling basis until the position is filled. To apply for this position, please submit a cover letter, CV, and three references (including name, organization, phone number, and email address) to:  bantwana_recruitment@mw.worlded.org with the position title in the subject line. Due to the high volume of applications, only shortlisted candidates will be contacted.

Skills Required

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