Human Resources Officer – Timotheos Foundation

Job Description

Timotheos Foundation is a local Malawian Christian Charity whose main objective is to support and care for orphans and other vulnerable children in Malawi. It was established on 1^st September 2011 and officially registered under the Trustees incorporation act of Malawi on 3^rd July 2012. We are affiliated to CONGOMA as well as the NGO Regulatory Authority. The organization is seeking to recruit a competent, committed, self-motivated, enthusiastic and Godfearing candidate of Malawian nationality for the position as detailed below;

Position: Human Resources Officer

Reporting to: Human Resources Manager

Location: Head Office, Blantyre

Status of Employment: 1 year contract renewable depending on performance and conduct

Overall responsibilities

To the accomplishment of Human Resources practices and objectives that will provide an employee-oriented, high-performance culture that emphasizes empowerment, quality, productivity and standards, goal attainment, and the recruitment and ongoing development of a superior workforce. The Human Resources Officer helps with the implementation of services, policies, and programs through HR staff; reports to the HR Manager, and assists other members of staff with HR issues.

Key roles and responsibilities#

1. Recruitment#

• Prepare or send the vacancy for advertising
• Cross-check if advert has been posted online with the correct information.
• Check or inform departmental head to check in recruitment in box and collect from the post office.
• Preparation of the Short-listed candidate’s data,
• Preparation of interview materials i.e. interviewee profile/CV summaries.
• Calling the interviewees and finding out their transport
• Ensuring that venue is set and transport for those outside Blantyre involved in the interviews is readily available.
• Preparing the budget
• Ensure all employment offer letter and employment contracts are handled in conformity with policy provisions.
• Reference checks to be done within one week after the interviews.

2. Human Resources record update and maintenance#

• Establishing new files for new recruits with all relevant documents.
• Checking employees’ files and ensuring that all Data/documents are in place
• Updating all personnel files on regular basis and updating staff records.
• Ensuring that all staff records like confirmation, salary & grade changes are in place.
• Processing leave, updating leave records periodically.
• Compile and submit periodic manpower statistics reports
• Forwarding overtime claims to Finance department within 24 working hours
• Processing attendance registers timely to avoid having gaps

3. Medical Administration#

• Ensuring that all members of staff have a medical beneficiary list in their files even if with nil returns.
• Compiling List of Principles and beneficiaries in the staff data
• Updating as soon as there have been changes.
• Checking if all receipts that have been received are genuine
• Confirming if beneficiary is on medical beneficiary list if not receipt to only be paid if the beneficiary qualifies to be on the list and if the list has been updated.
• Reimbursements to be credited every Friday.

4.  Management, training and development#

• To be responsible in implementing the performance management system
• Assisting in employee orientation for new recruits
• Assisting in carrying out job analysis
• Going through appraisals to find out training needs
• Conducting training
• Compiling the list of training needs to be included in the annual budget Identifying training resource both internally and externally
• Preparing individual training budget.
• Prepare training venue.
• Prepare requisitions for upgrading members if staff expenses tuition fees transport stationery material.
• Conduct evaluation and grading exercises of TF positions to ensure internal equity

5. Payroll#

• Collecting all documents to be included on payroll amendments – new employees, change of account or phone details, departures, promotions demotions by 15th

6. Loans Administrations#

• Emergency loans to be submitted to Finance after scrutinizing the form.
• Ensuring that loan application forms are completed with relevant information date of entry contract expiry date and date of birth.
• Submit to HRM for recommendation to Finance department.
• Submit to Finance department after preparing a copy for the file,
• Process to take 24 working hours.

7. Pension • Ensure that every member of staff has a beneficiary form original to be sent to Pension Administrators and copy to be on file.

• Organize to have the forms updated after every two years
• Confirm ex employs insurance number
• Cross check if all relevant documents have been submitted – application letter National ID, deposit slip within the month.
• Prepare the withdraw from and letter and send to pension administrators within 48 working hours.

8. Industrial Relations function#

• To be responsible for carrying further investigations regarding disciplinary issues
• Sending notices of disciplinary hearings
• Sitting on disciplinary hearing panels as Chairpersons or secretaries
• Preparing reports within 48 working hours.
• Handling and concluding pre and post hearing procedural matters in accordance with organization policies, current legal requirements and provisions, as well as best practice.
• Processing of workers Compensation benefits for the staff.

9. Staff Welfare#

1. Follow up on issues pertaining to sickness
2. Participate in funeral arrangements of staff and immediate family members.
3. Represent organisation at members of staff weddings

10.  Centre Visits#

• Visit Centres once a month to handle on the ground HR issues and share latest HR updates.
• Participate in a quarterly HR visit by the HRM to conduct head counts and enlighten members of staff on policy issues and also get one on one issues or grievances.
• Conduct any other duties as assigned from time to time

Competences#

1. Spiritual Maturity with a strong commitment to Christian values and teachings.

2. Human Resource Expertise#

• Deep knowledge of the content of the human resources management
• Experience in developing and implementing in- house tailor made training materials.

3. Leadership Skills#

• Proven ability to coach, train and motivate people.
• Ability to lead by example and inspire others.
• Strong organizational and problem-solving skills.

4.Communication and Interpersonal Skills#

• Excellent communication skills, both written and verbal, with the ability to engage and inspire diverse audiences.
• Strong interpersonal skills, with the ability to build and maintain relationships with a wide range of stakeholders.
• Strong social skills to coach, motivate and be mindful of people’s well-being.
• Culturally sensitive and respectful, with the ability to work effectively in a multicultural environment.

5.Personal attributes#

• Subscribe to the Christian foundation and purpose of the organization.
• Be a faithful and active Christian.
• Integrity and Ethics: Demonstrates high ethical standards and integrity in all professional activities.
• Passion for Education: A deep commitment to improving educational outcomes for children and a passion for educational development.
• Empathy and Compassion: Understands and responds to the needs and challenges of students, teachers, and the community with empathy and compassion.
• Initiative and Drive: Proactive in identifying opportunities and challenges, and takes initiative to address them effectively.
• Patience and Perseverance: Maintains patience and perseverance in the face of obstacles and long-term challenges.

6. Education & work qualification#

• Possession of Degree in Human Resources Management or Business Administration
• A valid clean SADC driving license
• 5 Years’ experience in Human Resources Management Proficiency in using Microsoft Office applications.

How to apply#

All qualified and interested candidates who meet the stated requirements must submit or send their application letters and current Curriculum Vitae, including copies of relevant certificates and National Identity Card or passport, indicating three traceable referees and their telephone numbers to the below post or email address; 

Timotheos Foundation

P.O.BOX 30221,

Chichiri, Blantyre 3.

Email: recruitment@timotheos.org

Note: Closing date for the receipt of completed application letters is Midnight of Wednesday 14^th August, 2024. Only shortlisted candidates will be invited to attend the interview.