Human Resources Manager

The Human Resources (HR) Manager will work closely with the Finance and Operations Director to ensure that skilled staff is recruited and retained, review HR inputs for payroll, write/maintain HR policies and procedures, manage the Malawi Occupational Safety, Health and Welfare Act requirements, manage the appraisal process, disciplinary procedures and general compliance of applicable labor laws and regulations.

The HR Manager will support Finance and Operations Director for internal reporting to Pact HQ and external reporting to the donor/US State Department.

Recruitment and Selection:

• Oversee the drafting and finalizing of job descriptions
• Ensure effective recruitment, placement and induction of all the new staff in accordance with policies, procedures and processes, where necessary update the orientation manual, conduct refresher orientation
• Ensure the administration of secondments, transfers, acting and promotions of employees is carried out successfully.
• Administer the engagement and termination procedures as per policy
• Ensure all pre-employment screening and checks are conducted
• Ensure appointments, transfers and promotions are conducted within company policies and procedures as well as relevant labour legislation.

Training and Development:

• Ensure effective administration for Training and Development programmes/trainings, short courses and bursaries.
• Ensure procurement processes are followed when procuring organisational trainings
• Facilitation of on-the-job training.
• Organise all training logistics for external and internal trainings
• Ensure all employees have a performance agreement beginning of each financial year.
• Provide guidance on the Performance Management System for all staff on a quarterly basis.
• Reconcile all performance review ratings for reporting
• Do annual training needs analysis for all Pact staff based on the staff training needs as outlined in the Performance reviews.
• Manage the annual staff performance review process and work closely with Project Director/Finance and Operations Director in preparing salary adjustments.

Payroll and Benefits:

• Ensure data is accurate on the ESS/other HR systems in place
• Responsible for payroll inputs, salary adjustments
• Review monthly HR inputs for payroll and oversee capturing of payroll inputs on the VIP Payroll System
• Review employee benefits and funeral benefits for death of family member(s)
• Ensure accurate leave management
• Review monthly HR inputs for payroll and oversee capturing of payroll inputs on the Payroll System

Human Resources Employee and Industrial Relations:

• Conduct all Industrial Relations matters in accordance to Pact respective policies and the Labour Relations Act.
• Ensure the environment is conducive to all employees in the organisation.
• Advise Managers regarding disciplinary, incapacity, and poor work performance processes.
• Attend to all grievances and disciplinary hearings within the organisation.

Human Resource Records Management:

• Administer the probation process and documents for all staff.
• Regularly review and update staff policies and procedures and ensure compliance with all HR regulations and the Malawi labour laws.
• Ensure Quality Assurance on all documents submitted to HR unit
• Ensure accurate record keeping of approved documents.
• Assist with documents and reports required for the internal and external auditors.
• Update the HR Information on the System regularly with information on training, performance management, labour relations and other modules and ensure employee documents are accurately filed.
• Attend to employee queries timeously and ensure relevant action is taken
• Assist with administration and record keeping of all employee information and files.
• Maintain monthly communication with personnel including circulating updated staffing lists and HR related announcements

Ad-hoc Duties:

• Ensure the implementation of the health & safety committee in the organization.
• Regularly review and update staff policies and procedures and ensure compliance with all HR regulations and the Malawi labour laws.
• Ensure compliance with all HR donor reporting, statutory requirements and internal policies and processes.
• Conduct regular audit of the HR files.
• Manage the development and implementation of the in-house Wellness program.
• Develop, and conduct Employee Engagement Survey on a yearly basis and coordinate findings and the implementation of such.
• Prepare monthly reports and ad-hoc reports as required.
• Take lead with the training of staff on HR Policies and procedures and ensure refresher training.
• Develop and conduct Employee Engagement Survey on a yearly basis and coordinate findings and the implementation of such.

Any other HR duties as assigned by your supervisor

All other duties as assigned

Bachelor’s degree and 7+ years relevant experience or equivalent combination of education and experience, including 3 years of management experience.