Overview

The Sparkle Foundation is a nonprofit organization dedicated to improving the lives of vulnerable children, families, and communities through holistic and sustainable interventions in health, education, nutrition, and empowerment. At Sparkle, we believe that lasting change begins at the grassroots level and is driven by compassion, integrity, and accountability.

We are looking for a passionate and suitably qualified candidate to fill the following vacancy.

Job Title: Human Resources and Administration Officer

Job Specification:

The Human Resources and Administration Officer will be responsible for supporting the management of human resources, administration and operational functions at The Sparkle Foundation Malawi. The role ensures that HR and administration policies, systems, and practices support The Sparkle Foundation Malawi mission, values, and strategic objectives while ensuring compliance with Malawi labour laws and best HR practices. The officer will support staff welfare, performance management, recruitment, compliance, organizational development and administrative operations.

Key Responsibilities

A. Human Resources Planning & Administration

• Support the COO in developing and implementing HR strategies aligned with Sparkle Foundation’s vision and programs.
• Advising management on labour-related legislations, HR best practices, and emerging trends, keeping the COO regularly informed.
• Identify opportunities for continuous improvement of the HR Manual, policies, and procedures.
• Maintain accurate and up-to-date employee records, personnel files, contracts, and HR databases.
• Ensure confidentiality, integrity, and security of all HR information and records.
• Prepare HR reports, staff statistics, and compliance documentation as required by management and donors.

B. Recruitment, Selection & Onboarding

• Coordinate recruitment processes including job advertisements, shortlisting, interviews, and reference checks.
• Prepare employment offers, employment contracts, and induction schedules.
• Facilitate staff orientation and onboarding to ensure new employees understand The Sparkle Foundation policies, culture, and expectations.
• Ensure recruitment processes are fair, transparent, and merit based.
• Monitoring probation periods, document feedback, prepare minutes, and coordinate probation confirmations.

C. Performance Management

• Coordinate the implementation of the performance management system.
• Support supervisors and managers in setting performance objectives and conducting appraisals.
• Track performance review timelines and ensure documentation is completed and filed.
• Identify training and development needs arising from performance evaluations.
• Coordinating, following through and documenting performance improvement plans (PIPs).

D. Employee Relations & Discipline

• Serve as a focal point for employee relations issues, grievances, and conflict resolution.
• Guide management and staff on disciplinary procedures in line with The Sparkle Foundation Malawi policies and Malawi labour laws.
• Coordinate disciplinary hearings, investigations, and documentation.
• Providing guidance on termination processes, conducting exit interviews, and ensuring compliance with Malawi labour laws.
• Ensure proper handover, clearance, and documentation.
• Engaging and coordinating with HR consultants and external HR experts when required.

E. Staff Welfare, Health & Well-Being

• Monitor staff welfare and provide support on issues such as leave, health, safety, and well-being.
• Coordinate sick leave management, medical documentation, and follow-up on staff welfare concerns.
• Promote workplace health, safety, and psychosocial well-being initiatives.
• Act as a liaison between management and staff on welfare-related matters.
• Promote a positive, respectful, and inclusive work environment.
• Ensuring adherence to The Sparkle Foundation Malawi policies, legal regulations, and occupational health and safety standards.

F. Compensation, Benefits & Leave Management

• Administer employee benefits, leave entitlements, and attendance records.
• Ensure timely processing and documentation of staff leave, including annual, sick, maternity, paternity and compassionate leave.
• Support payroll processes by ensuring accurate HR data is submitted on time.

G. Policy Development & Compliance

• Implement and enforce HR policies, procedures, and codes of conduct.
• Support the review and updating of HR policies to ensure alignment with labour laws and organizational needs.
• Ensure compliance with Malawi employment legislation and donor HR requirements.
• Sensitize staff on HR policies and workplace standards.

H. Training & Staff Development

• Coordinate staff training, capacity-building, and development initiatives.
• Maintain training records and monitor staff development plans.
• Support learning opportunities that enhance staff performance and organizational effectiveness.

I. Administration and Operational Support

K. Administrative & Operational Support

• Manage day-to-day office administration to ensure smooth and efficient operations.
• Coordinate meetings, travel arrangements, and logistics for staff and management.
• Provide general administrative support to management and departments as required.
• Support the implementation of operational plans, schedules, and internal workflows.
• Support cross-departmental communication and coordination.
• Liaise with internal teams and external stakeholders to support operational effectiveness.

Professional Qualifications

• Bachelor’s Degree in Human Resources Management, Business Administration, Public Administration or a related field.
• Minimum of 3–5 years’ relevant HR experience, preferably within an NGO or development organization.
• Strong knowledge of Malawi labour laws and HR best practices.
• Experience in recruitment, performance management, and employee relations.
• Fluency in English and Chichewa.

Required Skills and Competencies

• Strong interpersonal and communication skills.
• High level of confidentiality, integrity, and professionalism.
• Ability to handle sensitive issues with discretion and fairness.
• Strong Organizational and time-management skills.
• Ability to work under pressure and meet deadlines.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
• Problem-solving and conflict-resolution skills.

Personal Attributes

• Ethical and trustworthy.
• Detail-oriented.
• Proactive and self-motivated.
• Team player with the ability to work independently.

Join The Sparkle Foundation Malawi and help us build brighter futures.

• Support the COO in developing and implementing HR strategies aligned with Sparkle Foundation’s vision and programs.
• Advising management on labour-related legislations, HR best practices, and emerging trends, keeping the COO regularly informed.
• Identify opportunities for continuous improvement of the HR Manual, policies, and procedures.
• Maintain accurate and up-to-date employee records, personnel files, contracts, and HR databases.
• Ensure confidentiality, integrity, and security of all HR information and records.
• Prepare HR reports, staff statistics, and compliance documentation as required by management and donors.
• Coordinate recruitment processes including job advertisements, shortlisting, interviews, and reference checks.
• Prepare employment offers, employment contracts, and induction schedules.
• Facilitate staff orientation and onboarding to ensure new employees understand The Sparkle Foundation policies, culture, and expectations.
• Ensure recruitment processes are fair, transparent, and merit based.
• Monitoring probation periods, document feedback, prepare minutes, and coordinate probation confirmations.
• Coordinate the implementation of the performance management system.
• Support supervisors and managers in setting performance objectives and conducting appraisals.
• Track performance review timelines and ensure documentation is completed and filed.
• Identify training and development needs arising from performance evaluations.
• Coordinating, following through and documenting performance improvement plans (PIPs).
• Serve as a focal point for employee relations issues, grievances, and conflict resolution.
• Guide management and staff on disciplinary procedures in line with The Sparkle Foundation Malawi policies and Malawi labour laws.
• Coordinate disciplinary hearings, investigations, and documentation.
• Providing guidance on termination processes, conducting exit interviews, and ensuring compliance with Malawi labour laws.
• Ensure proper handover, clearance, and documentation.
• Engaging and coordinating with HR consultants and external HR experts when required.
• Monitor staff welfare and provide support on issues such as leave, health, safety, and well-being.
• Coordinate sick leave management, medical documentation, and follow-up on staff welfare concerns.
• Promote workplace health, safety, and psychosocial well-being initiatives.
• Act as a liaison between management and staff on welfare-related matters.
• Promote a positive, respectful, and inclusive work environment.
• Ensuring adherence to The Sparkle Foundation Malawi policies, legal regulations, and occupational health and safety standards.
• Administer employee benefits, leave entitlements, and attendance records.
• Ensure timely processing and documentation of staff leave, including annual, sick, maternity, paternity and compassionate leave.
• Support payroll processes by ensuring accurate HR data is submitted on time.
• Implement and enforce HR policies, procedures, and codes of conduct.
• Support the review and updating of HR policies to ensure alignment with labour laws and organizational needs.
• Ensure compliance with Malawi employment legislation and donor HR requirements.
• Sensitize staff on HR policies and workplace standards.
• Coordinate staff training, capacity-building, and development initiatives.
• Maintain training records and monitor staff development plans.
• Support learning opportunities that enhance staff performance and organizational effectiveness.
• Manage day-to-day office administration to ensure smooth and efficient operations.
• Coordinate meetings, travel arrangements, and logistics for staff and management.
• Provide general administrative support to management and departments as required.
• Support the implementation of operational plans, schedules, and internal workflows.
• Support cross-departmental communication and coordination.
• Liaise with internal teams and external stakeholders to support operational effectiveness.

• Strong interpersonal and communication skills.
• High level of confidentiality, integrity, and professionalism.
• Ability to handle sensitive issues with discretion and fairness.
• Strong Organizational and time-management skills.
• Ability to work under pressure and meet deadlines.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
• Problem-solving and conflict-resolution skills.

• Bachelor’s Degree in Human Resources Management, Business Administration, Public Administration or a related field.
• Minimum of 3–5 years’ relevant HR experience, preferably within an NGO or development organization.
• Strong knowledge of Malawi labour laws and HR best practices.
• Experience in recruitment, performance management, and employee relations.
• Fluency in English and Chichewa.