Job Description

Position/Employment type:

Human Resources Officer

Organization/Reporting line:

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

Dotted line to Project Managers

Place of work/Travel:

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 Officer 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. Facilitate onboarding and induction of new staff, including training on HR policies, the disciplinary code, and the code of ethics.
2. Foster employer-employee engagement by providing guidance on problem-solving, dispute resolution, and regulatory compliance; manage internal conflicts formally and informally using appropriate mediation techniques.
3. Support the development and administration of HR policies and procedures; create awareness to ensure compliance across the company; analyze staff data and recommend improvements to HR practices.
4. Stay updated on employment and labor laws and advise management on adopting best practices.
5. Oversee the end-to-end disciplinary process, including grievance handling, dispute resolution, investigations, and corrective actions, ensuring legal and policy compliance.
6. Represent the company in negotiations and consultations with staff representatives to achieve outcomes aligned with business goals.
7. Interpret and administer labor agreements entered into by the company.
8. Maintain positive industrial relations with external stakeholders, including line ministries and employer associations.
9. Monitor and advise on legislative and regulatory changes affecting the organization’s statutory obligations.
10. Participate in reviewing employee-related litigation and dispute resolution cases within the Malawi business.
11. Draft and review employment and consultancy contracts.
12. Administer company benefits programs, including retirement schemes, insurance, wellness initiatives, workers’ compensation, leave management, and payroll processing.
13. Manage recruitment processes: assess staffing needs, advertise roles, shortlist candidates, conduct interviews, perform reference checks, and oversee induction in line with company procedures.
14. Assist in implementing staff engagement activities.
15. Coordinate KPI development, mid-year reviews, and annual performance appraisals for administrative and management staff; manage outcomes such as promotions or performance improvement plans.
16. Ensure effective management of staff leave (annual, sick, maternity, compassionate, unpaid) for efficient implementation of leave plans.
17. Maintain HR records, including employment contracts, confirmations, promotions, demotions, salary changes, and leave documentation; ensure a professional filing system is upheld.
18. Perform any other responsibilities assigned by management from time to time.

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. Good analytical and report writing skill
5. Strong communication & interpersonal skill

Authority:

Refer to the GardaWorld Authority Matrix

Experience:

• Minimum of Diploma in Human Resources/Business Studies/Administration or Public Administration obtained from an institution recognised/approved by NCHE.
• Over 5 years’ experience working in HR management
• Those with experience operating in fast-paced, high-volume recruitment environments will have an added advantage