Overview

Jhpiego is an international, non-profit health organization affiliated with the Johns Hopkins University. Jhpiego develops innovations to enhance the capacity of health care workers, strengthening health systems and improve delivery of care towards improving the health and well-being. Jhpiego has been collaborating with the Government of Malawi and various partners in implementing a wide-range of interventions in maternal, newborn and child health, family planning, HIV/AIDS prevention and care and treatment, since 1999.Malawi economic insights

Jhpiego is seeking a dynamic and experienced Human Resources Officer.

The Human Resources Officer will provide HR support to the Jhpiego office to ensure the effective delivery of human resources services and functions. This includes advising line managers and staff on all HR matters, such as recruitment, performance management, HR administration, employee relations, and immigration matters, in accordance with Jhpiego HR policies and relevant Malawi labour laws.

The HR Officer will also ensure compliance with local labour regulations. The position reports to the Human Resources Director and is based in Lilongwe.

Responsibilities

Employee Relations and Organizational Culture

• Advise staff and supervisors on HR policies and good practices.
• Assist in reviewing and updating HR policies.
• Promote positive organizational culture through HR initiatives.
• Assist in Coordinating the staff welfare initiatives and all staff events e.g. welfare association, staff recognition award, staff retreats, team building and meetings, wellness activities, HR initiatives
• Assist the HR Director in drafting and processing records of all consultants and staff employment agreements
• Coordinate with the HR Director on all issues dealing with new application or extension /renewals of VISAS, TEP, notification of new arrivals and all immigration matters
• Drive staff towards a common and shared vision and mission
• Assume other responsibilities as assigned

Recruitment and Onboarding

• Assist in the recruitment process (job descriptions, advertisements, screening, interviews, reference checks, contracting).
• Recommend offers to the HR Director.
• Facilitate introduction of new staff to the medical scheme.
• Coordinate onboarding and orientation of new staff and follow-up for adaptation.

HR Administration and Compliance

• Maintain up-to-date employee records and ensure confidentiality.
• Provide support on JEMS HR system (updating records, timesheets).
• Process email requisitions for new staff.
• Assist in administration of HR policies, handling grievances and disciplinary issues.
• Draft and process employment agreements for staff and consultants.
• Coordinate immigration matters (VISAs, TEP renewals, notifications).
• Ensure compliance with HR policies and local labor laws

Management

• Collaborate with the Project team; answer employee HR related questions and address employee concerns.
• Manage the relationship with the different service providers and stakeholders i.e other NGOs, Ministry of Labour, Immigration Office etc

Communication and Knowledge Management

• In the absence of HR Director present HR updates, achievements and lessons learned to staff and other key stakeholders in public, private sector and professional circles through networking, meetings, conferences, and presentations
• Maintain effective internal communications to ensure that all relevant departments functions are kept informed of HR issues.
• Ensure sharing of information and knowledge with other HR professionals, regionally and headquarters, and with the donor, and contribute to systems that support knowledge management;

Middle Management

• With support from HR Director, document successes, lessons learned and challenges in implementation, HR reports and results to the CD
• Comply with and follow Jhpiego operational procedures and policies, and codes of conduct.

Required Qualifications

• Bachelor’s degree in Human Resources Management, Business Administration, or Public Administration.
• 6–7 years of relevant experience in an HR position within an INGO, preferably with expatriate staff.
• In-depth knowledge of local labor laws, including but not limited to the Malawi Employment Act, Pension Act, Labour Relations Act, and Compensation Act.
• Proficiency in Human Resources Information Systems and strong computer skills (MS Word, PowerPoint, Excel).
• Excellent organizational skills with the ability to multitask and handle assignments under pressure.
• High integrity and ability to maintain confidentiality.
• Strong attention to detail and accuracy in data management, analysis, and reporting.
• Self-motivated, proactive, and able to work with minimal supervision.
• Strong presentation and communication skills (oral and written) in English.
• Ability to communicate effectively, instilling trust and confidence.
• Ability to work in a multi-cultural and multi-disciplinary environment.
• Cooperative, flexible, dependable, and willing to take on extra responsibilities to achieve organizational goals.
• Pleasant and outgoing personality with excellent interpersonal skills

Preferred Qualifications

• All staff, irrespective of their position, are expected to comply with and follow Jhpiego operational procedures and policies, and codes of conduct.

• Advise staff and supervisors on HR policies and good practices.
• Assist in reviewing and updating HR policies.
• Promote positive organizational culture through HR initiatives.
• Assist in Coordinating the staff welfare initiatives and all staff events e.g. welfare association, staff recognition award, staff retreats, team building and meetings, wellness activities, HR initiatives
• Assist the HR Director in drafting and processing records of all consultants and staff employment agreements
• Coordinate with the HR Director on all issues dealing with new application or extension /renewals of VISAS, TEP, notification of new arrivals and all immigration matters
• Drive staff towards a common and shared vision and mission
• Assume other responsibilities as assigned
• Assist in the recruitment process (job descriptions, advertisements, screening, interviews, reference checks, contracting).
• Recommend offers to the HR Director.
• Facilitate introduction of new staff to the medical scheme.
• Coordinate onboarding and orientation of new staff and follow-up for adaptation.
• Maintain up-to-date employee records and ensure confidentiality.
• Provide support on JEMS HR system (updating records, timesheets).
• Process email requisitions for new staff.
• Assist in administration of HR policies, handling grievances and disciplinary issues.
• Draft and process employment agreements for staff and consultants.
• Coordinate immigration matters (VISAs, TEP renewals, notifications).
• Ensure compliance with HR policies and local labor laws
• Collaborate with the Project team; answer employee HR related questions and address employee concerns.
• Manage the relationship with the different service providers and stakeholders i.e other NGOs, Ministry of Labour, Immigration Office etc
• In the absence of HR Director present HR updates, achievements and lessons learned to staff and other key stakeholders in public, private sector and professional circles through networking, meetings, conferences, and presentations
• Maintain effective internal communications to ensure that all relevant departments functions are kept informed of HR issues.
• Ensure sharing of information and knowledge with other HR professionals, regionally and headquarters, and with the donor, and contribute to systems that support knowledge management;
• With support from HR Director, document successes, lessons learned and challenges in implementation, HR reports and results to the CD
• Comply with and follow Jhpiego operational procedures and policies, and codes of conduct.

• Proficiency in Human Resources Information Systems
• Strong computer skills (MS Word, PowerPoint, Excel)
• Excellent organizational skills
• Ability to multitask
• Ability to handle assignments under pressure
• High integrity
• Ability to maintain confidentiality
• Strong attention to detail
• Accuracy in data management, analysis, and reporting
• Self-motivated
• Proactive
• Ability to work with minimal supervision
• Strong presentation skills
• Strong communication skills (oral and written) in English
• Ability to communicate effectively, instilling trust and confidence
• Ability to work in a multi-cultural and multi-disciplinary environment
• Cooperative
• Flexible
• Dependable
• Willing to take on extra responsibilities
• Excellent interpersonal skills

• Bachelor’s degree in Human Resources Management, Business Administration, or Public Administration.
• 6–7 years of relevant experience in an HR position within an INGO, preferably with expatriate staff.
• In-depth knowledge of local labor laws, including but not limited to the Malawi Employment Act, Pension Act, Labour Relations Act, and Compensation Act.
• Proficiency in Human Resources Information Systems and strong computer skills (MS Word, PowerPoint, Excel).
• Excellent organizational skills with the ability to multitask and handle assignments under pressure.
• High integrity and ability to maintain confidentiality.
• Strong attention to detail and accuracy in data management, analysis, and reporting.
• Self-motivated, proactive, and able to work with minimal supervision.
• Strong presentation and communication skills (oral and written) in English.
• Ability to communicate effectively, instilling trust and confidence.
• Ability to work in a multi-cultural and multi-disciplinary environment.
• Cooperative, flexible, dependable, and willing to take on extra responsibilities to achieve organizational goals.
• Pleasant and outgoing personality with excellent interpersonal skills