Job Description

Fixed term contract until 30 September 2023

Generic Job title Specialisation/Focus Area Main purpose of the job

To provide HR administrative support for the whole HR function (i.e. recruitment, induction, remuneration, performance management, employment relations, HR policy and procedures, learning and development, health and safety, and exiting) on a day-to-day basis and assist in the implementation of various HR-related activities and tasks.

Grade 12. Computer literate (Microsoft Windows and Office Suite)

Relevant certificate, diploma, degree or any other relevant qualification relating to Human Resources Management. Knowledge of Malawi labour legislation advantageous.

A minimum of three years’ experience in Human Resources administration.

Previous experience working in a similar role within the NGO sector advantageous.

Employee Induction

? Assist with the induction and orientation of new employees by administering all relevant documentation.

? Assist managers in producing induction plans for new staff.

? Provide line managers with relevant induction templates to ensure a smooth onboarding process for the new employees.

? Communicate the employee induction plan and roster to the HR Management Team on a monthly basis.

Recruitment and Placement of Staff

? Administer the recruitment process in accordance with the procedure, including (but not limited to) placing adverts, liaising

with recruitment agencies, managing candidate correspondence, placing adverts, shortlisting, interviewing, arranging

assessments and ensuring that the recruitment process is well-documented.

? Conduct interviews for junior-level positions as approved by the HR Management Team.

? Ensure that all personnel files that are submitted to payroll are recorded.

? Produce and issue offer letters and employee contracts to the successful applicant and regret letters to unsuccessful

interviewees.

? Conduct relevant pre-employment checks prior to issuing offer letters and contracts of employment.

? Complete new starter paperwork and submit to the Payroll Department for processing.

General Administration

? Provide comprehensive HR administrative support such as minute taking during formal and other HR meetings.

? Record and prepare procurement requests for Finance (stationery, catering, etc.).

? Support the implementation of HR systems or databases; to enter data and maintain these accordingly.

? Maintain a proper confidential system for personnel records for all employees in order to provide a comprehensive, efficient,

accurate and current record of all matters pertinent to employment, transfer, tenure, retirement, leave and promotion.

? Prepare and maintain a database of all job descriptions in a consistent format.

? Maintain current and historical databases for personnel records.

? Compile relevant letters (i.e. contract renewals, transfer, increase, promotion, retirement, retrenchment, change in working

conditions, maternity leave agreements, certificates of service, acknowledgment of debts, confirmation of employment etc.).

? Collate all relevant month-end input for HR and Payroll (i.e. timesheets, starter packs, etc.).

? File all relevant HR documentation including (but not limited to) pension fund, medical aid, contracts of employment,

disciplinary actions, professional body registrations and other recordkeeping.

? Maintain the HR Portal on SharePoint and ensure that all documents are properly maintained.

? Manage the boardroom booking system and prepare boardrooms for meetings (i.e. IT setup, refreshments, etc.).

? Schedule appointments for the HR Management Team, as may be required from time to time.

? Sort and distribute incoming post delivered to the HR Office.

? Liaise with the travel coordinator for all HR-related travel and assist with travel bookings for the HR team.

? Ensure that the relevant country travel information is made available to the HR Management Team (e.g. vaccinations,

currencies, etc.).

? Provide administrative support related to the employee exit process (booking exit interviews, issue final termination

documentation, etc.) to employees.

Employee Relations

? Respond to general queries from managers and employees, directing them to the appropriate policies and procedures.

? Provide administrative support to the HR Management Team in HR processes, including note taking at investigations or formal meetings

Customer Relations

? Act as the first point of contact in assisting employees and managers with HR-related queries.

? Answer and forward calls within the Human Resources Office.

? Take messages and direct queries where needed.

? Greet visitors to the Human Resources Office in a welcoming and friendly manner.

Reporting

? Distribute the monthly staff listing, recruitment and any other relevant HR reports to the HR Management Team.

? Assist the HR team with the preparation of ad hoc reports.

? Produce monthly ESS / Time and Attendance reports and notify the relevant HR Manager of any discrepancies.

System Management

Employee Self-Service

? Load all new starters on the Employee Self-Service (ESS) system and ensure that the correct Line Manager is allocated for the

approval process.

? Send login details to new starters.

? Maintain and update the ESS system for all employees.

? Manage manual leave application forms.

? Ensure that all terminated employees are deactivated on ESS.

Time and Attendance System

Load all new starters on the Time and Attendance system and add employees (where applicable) to the manual timesheet register

(where applicable).

Maintain and update/approve the Time and Attendance system for all employees (i.e. manual, biometric, project).

Manage and maintain the manual timesheet process for all employees who are not loaded on the biometric system.

Deactivate all terminated employees from the Time and Attendance system.

About the Organization

Right to Care is at the vanguard in supporting and delivering prevention, care, and treatment services for HIV and associated diseases. We work with government and communities to find pioneering solutions to build and strengthening public healthcare.

We embrace a strong entrepreneurial culture and focuses on innovation and the use of technology to enhance services, address skills shortages, and deliver quality healthcare outcomes. Our areas of expertise include HIV and TB care and treatment, pharmacy automation, medical male circumcision, and cervical cancer diagnosis and treatment