Job Description
Reports To: Country Director
Location: Blantyre, Malawi with travel to the project sites
Contract Type: Full time – local position
Starting Date: As soon as possible
Duration: 2-years renewable
BACKGROUND
IsraAID is an international non-governmental organization that provides humanitarian aid. Our headquarters is in Israel, and we have been helping communities affected by crises in over 60 countries worldwide since our establishment in 2001. Our goal is to support these communities in rebuilding their lives and futures together, both in emergency and long-term development settings. We respond promptly to emergencies, including hurricanes, refugee crises, and global pandemics, and work closely with communities to help them become self-sufficient in preparing for and responding to emergencies and crises. IsraAID started its emergency and development activities in Malawi in March 2023 in response to Cyclone Freddy, with the aim of providing immediate relief and access to basic services. Over time, the program has expanded to focus on long-term development and resilience initiatives.
We are therefore seeking for experienced, self-motivated, a highly competent individual with exemplary ethical conduct to join our Malawi Program as an HR and Admin Officer to be based in Blantyre City.
JOB PURPOSE
- Provide efficient and effective human resource delivery through the employee life cycle.
- Undertake the day-to-day implementation of the human resources functions and provide administrative support to the program ensuring the country office is well coordinated.
- Promote and share ideas for improvement of the support function.
DUTIES AND RESPONSIBILITIES
- Human Resource Management
- Maintain and IsraAID’s policies, tools, handbooks and guidelines by ensuring they are kept up to date within the relevant laws, regulations and in compliance with HQ requirements.
- Administer and ensure compliance of IsraAID policies, tools, handbooks and guidelines
- Manage the recruitment process from advertising, shortlisting to the selection of suitable candidates in collaboration with relevant HQ and CO staff.
- Initiate staff contracts and preparation of Job Descriptions, in consultation with the Country Director.
- Coordinate the orientation and on-boarding process for new staff including coordination of a ‘buddy’ to assist them to adapt to the program culture and working environment.
- Prepare timely processing of the monthly payroll information to the Finance Department including statutory leave entitlements etc.
- Manage staff remuneration and benefits in collaboration with the Country Director, ensuring alignment with government laws and regulations.
- Coordinate staff performance management including goal and other performance management processes through the line managers.
- Ensure effective, efficient and up to date personnel records and systematic filing of documents and that information is updated in the system. Ensuring confidentiality is maintained and adherence to the IsraAID HR manual and all related legal procedures.
- Responsible for down streaming and creation of awareness of the organization policies to staff and oversee adherence.
- Lead staff welfare management and facilitate the process to support staff to deal with psycho-socio issues.
- Contact person for staff queries and inquiries concerning benefits and other statutory entitlements.
- Support the coordination of training in the country office and track staff development and annual and RnR leave plans.
- Prepare monthly HR metrics and reports including leave, performance management and staff statistics.
- Organize and coordinate wellness sessions for staff when needed.
- Administration
- Ensure staff are properly equipped with working resources including computers/ laptops, printers and adequately equipped offices as per project needs.
- Manage basic office administration functions and the focal point for all operational needs for efficient office operations.
- Asset Management –ensuring that the assets of the organization are identified, listed and maintained ensuring adherence to IsraAID asset management policies.
- Ensure regular service and repair of all office equipment e.g. computers, printers etc.
- Maintain the organization’s leases, contracts, and renewals, ensuring that all leases are legally drawn up and are in force or ended on a timely basis.
- Provide administrative support to meet the needs of the office.
- Coordination with external partners
- Manage relationships with any relevant service providers relating to Human Resources, in Malawi.
- Compliance & Ethics
- Promote and encourage a culture of compliance and ethics.
- As applicable to the position, maintains a clear understanding donor compliance and ethics standards and adheres to those standards. Conduct work with the highest level of integrity. Communicate these values to staff and to partners and require them to adhere to these values.
- Understanding of and commitment to the principles of non-discrimination, local ownership, sustainability, inclusiveness, local partnership, do-no-harm, and apolitical approach; codes of conduct against sexual exploitation and abuse; and against child exploitation and modern slavery
- Commitment to abide by IsraAID’s and UN’s codes of conducts and principles.
- Commitment to humanitarian principles.
REQUIRED EXPERIENCE AND TECHNICAL COMPETENCIES
Essential
- Bachelor’s degree in Human Resource Management.
- Minimum 3 years demonstrated working experience as an HR practitioner with demonstrated sound office administration management experience.
- Understanding of the relevant laws and statutory requirements.
- Fluency in English, both written and verbal.
Desired
- Previous experience working for INGO/NGO is an asset.
- Previous experience working in remote, complex and volatile contexts.
Specific skills and knowledge:
- Demonstrated experience and an understanding of Malawi’s Labour Law and all other statutory regulations.
- Strong analytical skills with the ability to identify and analyze situations and make conclusions and recommendations to resolve the same.
- Ability to innovate, think critically and engage in creating problem solving.
- Capacity to manage and prioritize a high workload and multiple tasks with tight deadlines.
- Approachable, diplomatic and able to work effectively in a diverse, cross-cultural team in a complex, multi-site work environment.
- Good cultural awareness and sensitivity.
- Proficient in the use of MS Office, and HR systems/databases.
*References will be required upon need.
ETHICAL STANDARDS
IsraAID has zero tolerance towards any acts of misconduct and Sexual Exploitation and Abuse. The recruitment process will include all candidates’ declarations and reference checks focused on misconduct and SEA.
EQUAL OPPORTUNITIES
IsraAID is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability status.