Country Human Resources Officer – Jesuit Refugee Service (JRS)

Job Description

The Jesuit Refugee Service (JRS) is an international Catholic organisation with a mission to accompany, serve, and defend the rights of refugees and forcibly displaced people. As a Catholic organisation and a work of the Society of Jesus (Jesuits), JRS is inspired by the compassion and love of Jesus for the poor and excluded. JRS in Malawi is looking for a highly motivated and qualified candidate to fill the following position:

Position Title: Country Human Resources Assistant

Reports to: Finance and Admin Manager

Job Summary

The Country Human Resources Officer is responsible for the sound operational and human resources administration in Malawi in line with JRS ethos, policies and procedures. The Human Resources Assistant will report to the Finance and Administration Manager and works in close collaboration with the Country Director Regional HR Manager.

Key Performance areas

1. Implementation of Human Resource policy and procedures consistent with:
   • Team Members Policy Handbook
   • Additional notes to Team Members Policy Handbook – Southern Africa Region
   • Code of Conduct
   • Child Protection Policy Framework
   • Human Resources Guidelines for Leaders
   • Malawi Labour Laws

This includes training staff on the above and ensuring compliance.

3. Coordinating all the activities connected with the recruitment and selection process in line with the organizations policies. Including but not limited to:
   • Identifying need for the position together with the Country Director and respective Project Managers. Liaising with Finance Officer to confirm availability of funding for the position.
   • Placing adverts in the relevant media.
   • Organize the process of shortlisting, interviews, communication with candidates.
   • Conduct reference checks and process offer letters.
4. Orientation and induction of new employees, volunteers and interns including informing and guiding them on JRS policies and procedures and following up on their performance during probation. Also includes:
   • Liaising with Project Managers on any staff appointments that are due for confirmation.
   • Ensuring appraisal conducted by respective supervisor before confirmation of new staff.
5. Management of discipline and standards of conduct by conducting investigations into cases of misconduct and making reports to the Regional HR Manager and ensuring compliance of the sanctions proposed. Includes:
6. Grievance handling and conflict management in collaboration with the Country Director ensuring compliance of the sanctions proposed. This also includes ensuring that the staff maintain professional and ethical behaviour in the workplace.
7. Monitoring of the performance management process. Including but not limited to:
   • Training staff on the performance management process
   • Ensure mid-year and end of year performance appraisals are conducted.
   • Guide Project Managers/Supervisors in conducting quality and effective appraisals.
   • Analysis of the appraisals to identify staff development needs.
8. Maintaining an HR information data bank that facilitates easy access to employee data and aids in informing sectors and staff about their needs.
   • Prepare and update monthly staff record and share with Regional HR Manager. Including the following information
     1. New staff details – name, gender, nationality, date of birth, position, start date, end of contract date.
     2. Leavers – with date and reason for leaving.
9. Planning and implementation of staff development programmes
10. Management of leave and attendance
    • Ensure that staff fill in leave application forms.
    • Confirm accuracy and correctness on the leave applied for and calculation of the days.
    • Maintain a leave tracking system.
    • Facilitate preparation of a leave schedule especially for senior staff
11. Handling staff welfare issues including recreational activities, bereavement etc.
12. Ensure that staff are aware of the various benefits and allowances entitled to them and providing guidance on the same. Includes:
    • Following up on staff terminal benefits and medical insurance queries
13. Other HR & Administrative duties:

• Maintaining and updating of the staff personal files, ensuring all necessary and relevant documents are filed. These include ensuring the files are updated with contracts, job descriptions, code of conduct, photos, appraisals, identification document etc.

• Preparation of contracts and job descriptions of employees and ensuring that all staff have and sign these together with the Code of Conduct at the beginning of their contracts each year.
• Processing termination, dismissal and resignation letters and forwarding the same to payroll for further processing.
• Work closely with payroll on terminal, pension and medical scheme benefits.
• Facilitate process of acquiring Temporary Employment Permits (TEP) for international staff and invitation letters for visa applications for staff and international visitors.

13. Focal point person for Protection from Sexual Exploitation and Abuse (PSEA) and Child Safeguarding in Malawi and conducting trainings and sensitization sessions on the same.

14. Liaising with Project Managers on outstanding HR issues in their respective sectors.
15. Any other duties that may be delegated by the supervisor from time to time.

Qualifications and Experience

Professional knowledge, skills and experience

• Undergraduate degree in Human Resources Management or Degree in Organizational Psychology, Business Management or a related degree
• At least 5 years’ experience in Human Resources/ Administration especially with a non-governmental organisation.
• Excellent written and verbal English communication.
• Microsoft Office proficiency
• Articulate and able to conduct HR trainings.

Mode of application:

Interested individuals who meet the above requirements should submit their applications, copies of certificates, and updated CVs with at least three (3) traceable referees not later than Friday 9^th August, 2024 to: The Country Director, Jesuit Refugee Service (JRS), Area 47 Sector 5, Plot 282, P.O. Box 31711, Lilongwe, email: carolinekulemeka@jrs.net; copy joseph.pontino@jrs.net