Senior Human Resource Officer

GOAL Malawi

Smythe Road, Sunny Side, Blantyre

PO Box 31807, Blantyre 3, Malawi

Tel: (265) 1 827083

www.goal.ie

RN: NGO/R/002/03, C/0146/2002

Job Advertisement

Job Title:            Senior Human Resource Officer

Reporting To:   Assistant Country Director – Systems

Job Location:    Blantyre Office with frequent field visit

Direct Reports: HR Officers (2) and Admin Assistant (1)

Background

GOAL has been working in southern Malawi since 2002 and currently has a presence in three districts (Nsanje, Chikwawa and Machinga). GOAL’s global objective is to promote resilient well-being by: helping people to survive crisis; promoting optimal and resilient health; promoting food and nutrition security, and; supporting people to have sustainable livelihoods. GOAL maintains close working relationships with district authorities and relevant line ministries.

General Description of the Role

The Senior Human Resource Officer oversees human resource activities in GOAL Malawi, including recruitment and selection, review, update and implementation of HR policies and procedures, performance management, staff development and remuneration. The incumbent also supervises the Administration Department.

Key Duties

HR Policies, Procedures and Adherence to Best Practice

  • Oversee the development, in accordance with GOAL international practices and local employment legislation, donor compliance and implementation of the GOAL’s HR handbook
  • Ensure HR policies and procedures aligns to HR functional areas and that programmes are in line with GOAL values and principles.
  • Provide support to managers on employee relations and performance management, ensuring that issues are dealt with in a fair and consistent manner. This may include overseeing disciplinary and grievance procedures.
  • Work with senior managers to optimize and forward plan organizational structures for maximum operational efficiency
  • Ensure confidentiality is maintained throughout the HR team.

Recruitment Planning and Staff Selection:

  • Ensure all recruitments are carried out in line with the recruitment policy and law of the land.
  • Ensure a transparent, timely and efficient recruitment, onboarding and exit process.
  • In coordination with the ACDS and other department heads, coordinate and consolidate the Country office manpower planning.

Inductions, Training and Staff Development:

  • Oversee staff inductions.
  • Coordinate development of standard staff induction materials and group induction days
  • Work with Budget Holders/Financial Controller to develop and seek funding for staff development, aiming to ensure staff have appropriate training to keep performance at the top level.
  • Support line managers and department heads review training needs through assessments and review of performance appraisals and work with managers to organize training, development and mentoring initiatives to meet gaps,
  • Maintain a training tracking sheet to monitor trainings identified during appraisals and record all trainings completed

Performance management:

  • Support management team in the development and implementation of an effective and objective performance appraisal system
  • Support management to ensure appraisals are being conducted regularly and appropriately
  • Support managers and supervisors with training in objective setting and conducting staff appraisals as required
  • Maintain a training database of agreed training requirements and work with line managers and supervisors to help ensure training are conducted within a reasonable timeframe.

Compensation and Benefits:

  • Support the management in the review of staff compensation package
  • Be the focal point for Birches salary reviews and provide recommendation on adjustments of pay when necessary to ensure competitive pay
  • Monitor market conditions related to benefits to ensure national staff benefit levels are competitive
  • Ensure effective management of staff Pension schemes, Medical Insurance and processing compensations on accidents and other staff related insurance claims

Personnel Administration and Documentation:

  • Prepare payroll every 12th of month and submit to ACD-S for review and approval
  • Review the staff database and HR files on a frequent basis, ensuring they are maintained to the standard and kept up to date
  • Ensure audit issues are addressed as per the agreed timeline
  • Ensure staff contracts are kept up date and that all staff whose contracts are not going to be renewed are informed in line with the HR handbook.
  • Ensure that timesheets are completed monthly for all staff and confirm that all exiting staff have complete the process. Also share the timesheet tracker on 10th of every month.
  • Ensure all contract terminations are appropriately documented and all owed monies are paid to the departing staff member in a timely manner
  • Work with line managers and department heads to maintain leave plans for all staff, update the leave tracker on monthly basis and share with staff for better planning to avoid gaps where 2 staff members from same departments leaving the at same time.
  • In consultation with line managers, ensure that there is cover for staff going on leave.
  • Keep records in hard and soft copies of approved leave requests.
  • Ensure the timely processing of new contracts, contract extensions, staff transfers, promotions and other change of employment status.
  • Manage processes related to disciplinary actions, staff exiting and termination.
  • Respond to employee related queries and provide services to all HR related inquiries and requests.
  • Administer and participate in the review of the GOAL Malawi HIV and AIDS Workplace Policy.
  • Ensure staff are informed about any HR issues which could impact on security or be detrimental to programme activities.
  • Ensure work/residence permits/TEP/Vaccinations issued for all expat staff and other requirements. And ensure the trackers are maintained and kept updated/shared with expat team.
  • Liaise with the Legal advisor and representing GOAL Malawi on labour issue at Ministry of Labour and the Industrial Relations Court

Other duties:

  • Keep track of issues relevant to HR such as the introduction of new policies.
  • Network with GOAL Global HR Group/HR teams from other NGOs to keep informed of HR-related issues.
  • Ensure all staff have valid ID card.
  • Supervise the Admin Assistant.
  • Any other task assigned by the line manager.

QUALIFICATIONS:

Requirements:

  • Bachelor’s degree in human resources.
  • At least 6 years of experience in human resources, 3 of which are at a senior HR officer level or 5 years as a practicing HR officer is a must.
  • Comprehensive knowledge of Malawi Labour Law.
  • Fluent in English both writing and speaking
  • Competent computer skills; Microsoft Word/Excel/PowerPoint/Outlook
  • Excellent administration skills and a strong attention to detail.
  • High level of discretion and confidentiality
  • Calm, analytical with diplomacy and communication skills.
  • Organized, a self-starter and an enthusiastic team player.
  • Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions
  • Ability to work at own initiative

Additional job responsibilities

The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

How to apply

Interested candidates should submit application letters, copies of qualifications and curriculum vitae consisting at least three references for similar work by 15th November 2019 to jobs@mw.goal.ie. GOAL Malawi promotes gender equality, therefore female candidates are strongly encouraged to apply. For hand deliveries please address your applications to:  Human Resources office GOAL Malawi, P.O. Box 31807, Blantyre 3.

GOAL has a Staff Code of Conduct, Safeguarding and a Child Protection Policy, which have been developed to ensure the maximum protection of programme participants and children from exploitation. GOAL also has a confidentiality policy ensuring the non-disclosure of any information whatsoever relating to the practices and business of GOAL, acquired in the course of duty, to any other person or organisation without authority, except in the normal execution of duty. Any individual who works with GOAL is expected to adhere to these policies.