Background

Timotheos Foundation is a local Malawian Christian Charity whose main objective is to support and care for orphans and other vulnerable children in Malawi. It was established on 1st September 2011 and officially registered under the Trustees incorporation act of Malawi on 3rd July 2012. We are affiliated to CONGOMA as well as the NGO Regulatory Authority. The organization is seeking to recruit a competent, committed, self-motivated, enthusiastic and Godfearing candidate of Malawian nationality for the position as detailed below.

Overall Responsibilities

The Human Resource Officer (HRO) supports the organization by assisting in recruitment, onboarding, payroll, personnel record management, and staff welfare. The role aids in performance management, training, medical and pension administration, disciplinary processes, preparing reports and contributing to budget processes to ensure smooth operations and a positive work environment.

Key Roles and Responsibilities

• Recruitment and Selection
• Timely develops and advertises job vacancies across all relevant platforms
• Timely shortlists, prepare candidates interview materials and arrange logistics as needed.
• Conducts reference check of the successful candidates and prepare employment documents in line with organizational policies.
• HR Records Management
• Establish and maintain complete personnel files, making sure all relevant staff records and changes are updated.
• Payroll and Loans Administration
• Consolidates and verifies all payroll-related documentation, ensuring submission deadlines are met.
• Reviews and processes emergency loan applications, ensuring accuracy and compliance with HR and financial procedures.
• Maintains copies of all loan documentation for personnel records.
• Administration of Benefits
• Maintains and updates staff medical beneficiary lists, ensuring accurate and timely processing of reimbursements.
• Verifies receipts and eligibility before processing payments all the time
• Administers pension according to organizational and regulatory requirements.
• Performance Management, Training, and Development
• Supports performance management processes, plans training, development in improving employees’ performance
• Maintains accurate records of training and professional development activities for future references.
• Industrial Relations and Disciplinary Handling
• Conducts thorough investigations into disciplinary matters, ensuring factual accuracy and fairness.
• Participates in disciplinary hearing, and prepares detailed reports of findings and recommendations in accordance with organizational policies and regulatory standards.
• Processes workers’ compensation claims in compliance with regulations.
• Staff Welfare and Support
• Monitors employees’ health and provides necessary support as needed to ensure good health of employees all the time.
• Coordinates organizational support for staff funerals, weddings, and significant family milestones as need arises
• HR Centre Engagement
• Visits to operational centers to address HR concerns and communicate updates on monthly and quarterly basis.
• Reporting and Budgeting
• Timely prepares accurate relevant reports on monthly and quarterly activities
• Assists in assessing needs, compiling data for preparing the annual Human Resource organizational budget.

Personal Attributes

• A dedicated Christian demonstrating strong ethical principles.
• Committed to efficiency, effectiveness, and excellence in all assigned duties.
• Able to meet deadlines and perform well under pressure.
• Willing and able to work during odd hours as required.
• Fluent in English and Chichewa.

Education & Work Qualification

• Degree in Human Resources Management or equivalent
• A valid clean SADC a license of Class EB license
• 5 Years’ experience in Human Resources Management or Administration work.

• Recruitment and Selection: Timely develops and advertises job vacancies across all relevant platforms. Timely shortlists, prepare candidates interview materials and arrange logistics as needed. Conducts reference check of the successful candidates and prepare employment documents in line with organizational policies.
• HR Records Management: Establish and maintain complete personnel files, making sure all relevant staff records and changes are updated.
• Payroll and Loans Administration: Consolidates and verifies all payroll-related documentation, ensuring submission deadlines are met. Reviews and processes emergency loan applications, ensuring accuracy and compliance with HR and financial procedures. Maintains copies of all loan documentation for personnel records.
• Administration of Benefits: Maintains and updates staff medical beneficiary lists, ensuring accurate and timely processing of reimbursements. Verifies receipts and eligibility before processing payments all the time. Administers pension according to organizational and regulatory requirements.
• Performance Management, Training, and Development: Supports performance management processes, plans training, development in improving employees’ performance. Maintains accurate records of training and professional development activities for future references.
• Industrial Relations and Disciplinary Handling: Conducts thorough investigations into disciplinary matters, ensuring factual accuracy and fairness. Participates in disciplinary hearing, and prepares detailed reports of findings and recommendations in accordance with organizational policies and regulatory standards. Processes workers’ compensation claims in compliance with regulations.
• Staff Welfare and Support: Monitors employees’ health and provides necessary support as needed to ensure good health of employees all the time. Coordinates organizational support for staff funerals, weddings, and significant family milestones as need arises.
• HR Centre Engagement: Visits to operational centers to address HR concerns and communicate updates on monthly and quarterly basis.
• Reporting and Budgeting: Timely prepares accurate relevant reports on monthly and quarterly activities. Assists in assessing needs, compiling data for preparing the annual Human Resource organizational budget.

• Fluent in English and Chichewa

• Degree in Human Resources Management or equivalent
• A valid clean SADC a license of Class EB license
• 5 Years’ experience in Human Resources Management or Administration work.