Vacancy title:
Human Resources and Administration Officer

[Type: FULL_TIME, Industry: Agriculture, Food, and Natural Resources, Category: Human Resources, Business Operations, Admin & Office, Social Services & Nonprofit]

Jobs at:
Floresta Malawi

Deadline of this Job:
Thursday, April 30 2026

Duty Station:
Lilongwe | Lilongwe

Summary
Date Posted: Thursday, April 16 2026, Base Salary: Not Disclosed

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JOB DETAILS:

The HR and Administration Officer will be responsible for human resources planning and management, reporting, payroll administration and budget monitoring, training needs assessment and capacity building, staff safety and safeguarding in support of operations and administrative staff, team management, performance management, and representing FLORESTA as a delegated function.

III. CORE RESPONSIBILITIES AND RELATED TASKS

• Recruitment Planning and Execution of Processes (20% of Time)
• Ensure the standardization of job descriptions and recruitment processes.
• Liaise with line managers to identify recruitment needs; assist with advertising, the administration of applications, and arranging interviews.
• Communicating interview details to managers and candidates.
• Writing letters of acceptance and interview feedback for signature by the National Director.
• Planning Corporate induction for new staff and monitoring probationary periods and the issue of contracts.

• Support the day-to-day human resources needs of FLORESTA staff.
• Participate in annual/or multi-annual personnel costs budgeting processes for submission to funding partners.
• Prepare human resources cashflow forecasts for decision-making.

• Participate in the development of human resources planning matrix and budgeting processes in support of new funding opportunities.

• Work with key personnel in departments to develop performance goal metrics for staff to ensure consistent, high-quality assessment and goal setting for all employees under your supervision;

• Ensure a fair and just application of the Human Resources policies and procedures.
• Develop departmental and organisational HR plans which include succession planning, training and development plans, resource and skills requirements and forecasts.
• Development of a staff retention plan and continuous improvement of terms and conditions of employment.

• Gathering of data, Analysis, Performance Monitoring and Reporting (20% of Time)
• Gather data which enables the monitoring of performance, including staff turnover, attendance, sickness, holidays, staff performance targets, performance/appraisal, induction, exit interviews, training and staff development, medical, discipline and grievance, and compliance with employment legislation.
• Perform functions of HR administration and reporting to include preparation and timely submission of HR reports for decision-making.
• Check all administrative requests, budget variances and expenditures/liquidations.
• Support all FLORESTA staff to ensure that work is carried out following the policies of FLORESTA in Malawi and the funding partners.
• Ensure the implementation of recruitment and appointment processes complies with internal policies. In collaboration with management, improve and recommend continuous improvement of policies and procedures for functional and operational areas within FLORESTA in Malawi.
• Ensure job responsibilities are clearly communicated, and tasks are appropriately delegated to all FLORESTA staff.
• Supporting the National Director in ensuring that best practices in human resources management are adhered to.

• Quality assurance and Staff Appraisals (25%)
• Ensure compliance with the Labour Relations Act, relevant laws on pension administration, compensation etal.
• Keep an updated register of policy changes for submission to the Board for decision-making and updating of FLORESTA policies.
• Ensure that all staff embrace FLORESTA values and effectively supervise in their respective departments.
• Administration of staff performance review/appraisal at least annually, ensuring that all line managers set and monitor targets for their staff performance and development
• Ensure that the highest standards of accuracy are maintained in all Personnel records at all times and that files are up-to-date, traceable, and stored with confidentiality and data protection in mind.
• Ensure compliance with the performance management system and aid programme effectiveness and delivery.
• Provide continuous technical support, strengthen the human resources administrative capacities of all employees;
• Ensure that there is a direct relationship between overhead costs and organisational performance.
• Ensure coordination between the HR, Administration and program teams.
• Conduct customer service surveys for all stakeholders for decision-making and continuous improvement.
• Compiling plans to fulfil the development needs of staff within the Trust, through internal skills surveys and liaison with line managers. Where necessary, with the guidance of the National Director, source training and development solutions to ensure that staff have up-to-date and relevant skills. Design In-house or tailor-made courses in liaison with line managers.
• Development of an employee-oriented, value-driven Trust culture that emphasizes quality, continuous improvement, key employee retention and development, fairness and integrity, and high performance and above all, inspires leadership in every employee.

• Payroll administration (10%)
• Preparing the payroll for all FLORESTA employees and ensuring money is deposited into relevant accounts for salary payments in an accurate and timely manner.
• Maintaining accurate staff and payroll records for audit purposes.

• Provide oversight on workplace policies, safeguarding and handling of all disciplinary matters (25%)
• Compiling staff training plans on HR policies and procedures in liaison with line managers and guiding all staff on compliance and conduct.
• Provide continuous HR support and strengthen the administration of HR policies across departments.
• Ensure that all audit recommendations on HR policies are implemented for continuous improvement.
• Facilitate the continuous review of HR policies to comply with the existing laws and regulations.
• Ensure compliance with ICAM standards, systems, procedures, laws and regulations in force in Malawi.
• Health and Safety – responsibility for ensuring that all training and development associated with Health and Safety and risk assessment is carried out on time and that all legislative requirements are met, including reports on accidents and near accidents.
• HIV/AIDS workplace policy - Administration of this as an HR function
• Any other duties assigned from time to time.

IV. MINIMUM QUALIFICATIONS:

Minimum Education and Experience:

• A Social Science Degree or Human Resources Degree.
• A Master's Degree in Social Science or Human Resources is an added advantage
• 2 years of experience in a Human Resources or administrative environment
• Professional Memberships: ICAM membership or any affiliation to an HR professional body.
• Strong communication skills and problem-solving abilities.
• Excellent report writing skills.
• Excellent computer skills, especially in MS Word, Excel, and PowerPoint.

Person attributes:

Desirable personal qualities:

• Trustworthy, Honest and of good standing, Attention to detail, Objective, Sceptical, Analytical, Reliable, Hardworking, Calm under pressure, Discreet, Ability to work as a team
• Proficiency in computer programs such as Excel, PowerPoint, Internet and Emailing.
• Proven organizational and planning skills matched with the ability to execute at a level of excellence in a complex and constantly changing work environment.
• Basic Skills required: numeracy, IT, and English
• Self-motivated and able to work alone.
• Strong interpersonal skills and experience in managing and leading teams.
• Have good spoken and written communication and report writing skills
• Respect the importance of confidentiality (dealing with employees' personal details)
• Be confident about gathering facts and statistics
• Be able to uphold safeguarding principles.

In addition to the above qualifications, the successful applicant will have to demonstrate

V. DECISION-MAKING AUTHORITY

-     General: The incumbent will be responsible for decision-making pertaining to the day-to-day HR management in strict compliance with established policies, regulations, principles, and guidelines and within the limits of the level of authority as defined in the Floresta policies.

-     Financial: The incumbent does not have approval authority for unilateral decisions on HR matters as defined in relevant Floresta policies.

VI. CONTACTS / KEY RELATIONSHIPS

External:

-     Service providers, development partners and other stakeholders that  transact and interact with the HR department

Internal:

-     Technical teams

-     All Floresta support units and departments

-     Directors

VII. WORKING CONDITIONS:

The position is based in Lilongwe, and you will at times be required to travel to the existing and potential project implementation sites across the country. In some instances, you may be required to travel internationally for consultation, learning, and dissemination purposes.

Work Hours: 8

Experience in Months: 24

Level of Education: bachelor degree

Job application procedure
Interested in applying for this job? Click here to submit your application now.

To apply, please send a CV and a brief statement explaining why you are interested in the job by Friday, 30th April 2026.

Only applicants who submit their CV and statement will be considered on a rolling basis. Please note that only short-listed applicants will be contacted for an interview.

FLORESTA is an equal opportunity employer, hence women are encouraged to apply.

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