Background information about the job or company (e.g., role context, company overview)

Ana ndi Achinyamata Patsogolo Activity (ANAPA), a USG funded Project implemented by Project HOPE Namibia in Malawi (PHN-MA), was re-evaluated and re-aligned following the US Executive Orders. The project Scope of Work (SOW) will now focus on Life-Saving HIV Service Provision for Orphans and Vulnerable Children (OVC) under Comprehensive HIV service delivery. The SOW covers the following:1) Care and treatment services for people living with HIV (PLHIV) and children living with HIV (CLHIV) that directly impact clinical outcomes; 2) service to address early identification, treatment, linkage/continuity, and viral load suppression for children, pregnant and breastfeeding women and 3) Provide leadership in focused data and systems maintenance activities in support of the lifesaving service provision areas. ANAPA project will continue to be implemented in nine high HIV burdened districts in Malawi (Blantyre, Chikwawa, Lilongwe, Machinga, Mangochi, Mulanje, Phalombe, Thyolo and Zomba). Please take note that Project HOPE Namibia will only undertake activities within the scope of the award; and will not extend to activities related to abortion services, family planning, programs centered on gender, diversity, equity and inclusion (DEI) or transgender surgeries.

It is against this background that PHN-MA, seeks qualified Malawians to fill various positions for the ANAPA Activity as follows: –

Job Summary:

The Human Resources Officer coordinates all the people-related services and policies within Project HOPE Namibia in Malawi (PHN-MA). Provide general day to day human resource support, information and advice to PHN-MA and staff on all human resource issues. The position is also responsible for coordinating all capacity building and training of staff within the organization. The incumbent reports directly to the Human Resource Manager.

Responsibilities or duties

Staffing

• Assist in the development and review of job descriptions and person specifications in consultation with relevant departments.
• Preparing and placement of job adverts internally, on-line and in local newspapers.
• Lead and assist with the recruitment process, which includes: placing of adverts; screening of applications; coordinating the interviewing process; advise in the selection of suitable candidates; conducting reference and background checks on selected candidates; offering positions to selected candidates; drafting of offer letter and contract for all new hires; regret unsuccessful candidates; maintaining records on recruiting activities; and ensure completion of appointment documents and opening of Personnel File for the new hire.
• Assist with contract extensions.
• Provide guidance to ensure that all termination processes including exit interviews are performed in accordance with relevant legislation.

Employee Relations

• Provide guidance and assist in issues relating to employee complaints and/or concerns.
• As and when required, advise on HR related matters for PHN-MA staff.
• Provide guidance in dispute resolution and grievance procedures.
• Review employee appeals through the PHN-MA complaint procedure.
• Assist as and when required with Employee Relations training for the management staff of PHN-MA.
• As and when required, provide management with guidance on disciplinary issues.

HR Policies and Procedures

• Induct employees on PHN-MA HR Manual.
• Provide guidance on any matters/disputes related to the interpretation of the provisions of the HR policy manual.
• Identify opportunities for improvement in the HR manual and keep HR Manager updated on labour related legislation and practices.
• When appropriate engage and coordinate HR consultancy services.

Performance Management

• In partnership with the HR Manager, guide the implementation of the performance management system.
• Monitors the performance improvement plan(s), participating and providing guidance on the implementation of the performance improvement process.
• Ensure annual staff appraisals are conducted for all PHN-MA staff members, filled and submitted to PHN-MA Country Office.
• Monitor probation periods for all new staff, provide feedback and document the processes, minutes and probationary confirmations.

Administration and Record-Keeping

• Keep all personnel records, employment contracts, job descriptions, HR letters and memos, leave records, performance appraisals and other relevant documentation in individual employee personnel files safely updated and locked away
• Administer new staff on employee benefit administration
• Maintain staff data base and compile monthly reports for the PHN-MA Country Office on staff movements
• Assist with monthly payroll administration, advice and provide information to employees on payroll matters and benefits plan
• Administers the leave and absence management system and compile reports on a monthly basis.

Training and Development Services

• Organise in-house training for staff.
• Conduct training needs analysis and document outcomes.
• Assist all departments with specific training planning, organisation and support they may require
• Induct new staff and update all staff on existing and new developments of the organisational policies, procedures and regulations.
• Coordinate staff training together with relevant managers.

Organization Development (OD) Services

• Monitors the climate and advises the HR Manager on areas of deficiency and how to address these.
• Comes up with innovative ways to improve the organisational climate.
• Performs other incidental and related duties as required and assigned by the HR Manager

Qualifications or requirements (e.g., education, skills)

Minimum Qualifications, Experience and required skills: –

• Bachelor’s degree in human resources/ business administration or related field;
• Minimum 3 years recruitment experience and 2-3 years generalist experience.
• Strong attention to detail, follow-through and creativity.
• Excellent English verbal and written communication skills, and ability to work under pressure is essential.
• Proficiency with Microsoft Office products including Outlook, Word, Excel, Power Point, Access etc.
• Must hold a valid driving license.
• Proven experience of working in an NGO environment, for an international organization.

• Assist in the development and review of job descriptions and person specifications in consultation with relevant departments.
• Preparing and placement of job adverts internally, on-line and in local newspapers.
• Lead and assist with the recruitment process, which includes: placing of adverts; screening of applications; coordinating the interviewing process; advise in the selection of suitable candidates; conducting reference and background checks on selected candidates; offering positions to selected candidates; drafting of offer letter and contract for all new hires; regret unsuccessful candidates; maintaining records on recruiting activities; and ensure completion of appointment documents and opening of Personnel File for the new hire.
• Assist with contract extensions.
• Provide guidance to ensure that all termination processes including exit interviews are performed in accordance with relevant legislation.
• Provide guidance and assist in issues relating to employee complaints and/or concerns.
• As and when required, advise on HR related matters for PHN-MA staff.
• Provide guidance in dispute resolution and grievance procedures.
• Review employee appeals through the PHN-MA complaint procedure.
• Assist as and when required with Employee Relations training for the management staff of PHN-MA.
• As and when required, provide management with guidance on disciplinary issues.
• Induct employees on PHN-MA HR Manual.
• Provide guidance on any matters/disputes related to the interpretation of the provisions of the HR policy manual.
• Identify opportunities for improvement in the HR manual and keep HR Manager updated on labour related legislation and practices.
• When appropriate engage and coordinate HR consultancy services.
• In partnership with the HR Manager, guide the implementation of the performance management system.
• Monitors the performance improvement plan(s), participating and providing guidance on the implementation of the performance improvement process.
• Ensure annual staff appraisals are conducted for all PHN-MA staff members, filled and submitted to PHN-MA Country Office.
• Monitor probation periods for all new staff, provide feedback and document the processes, minutes and probationary confirmations.
• Keep all personnel records, employment contracts, job descriptions, HR letters and memos, leave records, performance appraisals and other relevant documentation in individual employee personnel files safely updated and locked away
• Administer new staff on employee benefit administration
• Maintain staff data base and compile monthly reports for the PHN-MA Country Office on staff movements
• Assist with monthly payroll administration, advice and provide information to employees on payroll matters and benefits plan
• Administers the leave and absence management system and compile reports on a monthly basis.
• Organise in-house training for staff.
• Conduct training needs analysis and document outcomes.
• Assist all departments with specific training planning, organisation and support they may require
• Induct new staff and update all staff on existing and new developments of the organisational policies, procedures and regulations.
• Coordinate staff training together with relevant managers.
• Monitors the climate and advises the HR Manager on areas of deficiency and how to address these.
• Comes up with innovative ways to improve the organisational climate.
• Performs other incidental and related duties as required and assigned by the HR Manager

• Strong attention to detail, follow-through and creativity.
• Excellent English verbal and written communication skills, and ability to work under pressure is essential.
• Proficiency with Microsoft Office products including Outlook, Word, Excel, Power Point, Access etc.
• Must hold a valid driving license.

• Bachelor’s degree in human resources/ business administration or related field;
• Minimum 3 years recruitment experience and 2-3 years generalist experience.
• Proven experience of working in an NGO environment, for an international organization.