Position/Employment type:

Human Resources Administrator

Organization/Reporting line:

Directly: Senior Human Resource Officer or in their absence Head of Human Resource

Dotted line to Operations Managers/Project Managers

Place of work/Travel:

Nchalo/Lilongwe/Blantyre/Project Offices - Malawi

Contact and Cooperation:

Internally: Departmental Heads, all staff

Externally: Company lawyers, District/Regional Labour officers, workers union representatives/ Industrial Relations Court/ recruiting agencies

Job Outline:

The Human resources Administrator is responsible for providing general administrative support to the HR department in the area of recruitment, maintaining accurate Company records including internal labour matters, up to date HR filing systems and personnel records; on boarding of new hires and other HR duties; in addition to providing efficient customer service to internal and external clients.

Job Outline

1. Assist in the on-boarding and induction of new staff including training on HR policies, disciplinary code and code of ethics.
2. Promote employer-employee engagement by providing guidance and consultation regarding problem solving, dispute resolution, regulatory compliance and strive to resolve internal conflict both formally and informally through appropriate conflict management and mediation techniques. 
3. Support in the development and facilitate the administration of HR policies and procedures; create awareness to ensure compliance throughout the company; Analyse staff data and provide recommendations for improvement of organization’s HR policies and practices. 
4. Keep updated with changes to employment and labour relation laws and regulations and make recommendations to management on the adoption of best practice. 
5. Analyse, advise and facilitate the end-to-end disciplinary management process including but not limited to grievance handling, dispute resolution, investigations, and disciplinary action for legal and policy compliance and internal alignment on corrective actions.  
6. Participate in negotiations and consultation with the staff representative (s) on behalf of the Company with a view to achieving positive outcomes to proposals which meet the Company’s business goals. 
7. Interpret and administer labour agreements entered by the Company.  
8. Maintain harmonious industrial relations with the various bodies the Company interacts within the performance of its business. This includes the relevant line ministries and employer associations. 
9. Monitoring and/or advising on changes to legislation and regulations that affect the organisation’s statutory obligations.
10. Participate in reviewing employee related litigation and dispute resolution cases in the Malawi business.
11. Drafting and review of employment and consultancy contracts.
12. Participate in the administration of the Company benefits programs including retirement schemes, insurance benefits, wellness programs, workers compensation processes, leave management and payroll processing.
13. Ensure compensation and benefits practices are current and in line with statutes & companies’ regulations.
14. Recruitment: Accessing post needs, advertising, shortlisting, conducting interviews, screening/ reference checks, induction for new employees according to the company procedures;
15. Assisting in the implementation of staff engagement activities like coffee mornings, award ceremonies etc;
16. Carrying out KPIs development, mid year performance reviews and annual performance reviews of admin and management staff with guidance from the Head of Human Resources and manage outcomes of the same like promotions or performance improvement plans for employees;
17. Responsible for prudent management of staff leave (Annual, Sick, Maternity, compassionate, Unpaid) to ensure effective and efficient implementation of leave plans;
18. Responsible for Human Resource record Management and keeping – Development, creation and updating of documentation required on employment contracts, employee confirmation, demotion, promotion, change of employment contract provision like salary, leave, etc on employee files and other relevant Human Resource files and maintaining a professional Human Resource Filing system.
19. Responsible for coordinating resources both human and material from all sections being investigation, Factory, Mobile Response Team, Canine and Control Room on the estate.
20. Any other responsibilities which might be assigned from time to time by Management.

Competencies:

1. General understanding and knowledge of relevant legislations/ labour laws
2. Highly organized and detail oriented (accurate and thorough). Ability to compile data into logical reports.
3. Knowledge on Records Management
4. Analytical and report writing skill
5. Strong communication & interpersonal skill

Authority:

Refer to the GardaWorld Authority Matrix

Experience:

• 3rd level Diploma in Human Resources, Diploma in Laws, Information Sciences, Business Studies/Administration or Public Administration
• 3-5 years’ experience in HR processes