Recruitment & Selection

• Assist with the recruitment and selection process for candidates and Consultants including processing and placement of advertisements, longlisting, organizing interviews and preparing interview reports and correspondences.
• Placing job adverts on Internal and external job site as well as other suitable advertising channels;
• Create long lists of suitable applicants for hiring managers, and liaise with them to ensure timely shortlisting is achieved
• Ensure the creation of a data base of interview questions to feed into hiring process
• Follow up with all candidate’s post-recruitment, ensuring all receive notification and/or feedback on the outcomes of their application.
• Facilitate the interview scheduling process including panel availability, ensuring appropriate candidate communication is maintained throughout.
• Ensure that pre-employment onboarding processes for successful candidates (ie references, police checks, documentation, conditional offer letters, contracts, orientation etc.) are fulfilled
• Arrange orientation sessions for newly recruited staff members on Save the Children International (SCI) policies and procedures, and provide them with an orientation package that will contain copies of necessary policies, forms, etc.
• Ensure that personal files are opened for all new joiners
• Managing staff termination processes in accordance with Save the Children Policies and procedures by ensuring that all termination processes are completed
• Prepare staff movement report and update for payroll processing and general staff information on a monthly basis

Onboarding and inductions

• Support the induction and on boarding of the country level roles in accordance with 90 days induction plan.
• Track and update country office new joiner’s information.
• Register new joiners for the online mandatory training courses when hired and follow up on progress to ensure timely completion

Human Resources Management System (HRIS)

• Ensure data in the Oracle HRIS and other related systems are appropriately updated in a timely and accurate manner. This includes setting up new starters, amending personal details, updating contract information, updating of line management and transfer of performance documents appropriately as necessary and terminating staff in accordance with Save the Children Policies
• Generate Core Oracle comprehensive staff reports and share with the line manager for necessary decision making.
• Be the point of contact for all Area Programme Office Oracle/Learning Management System users regarding issues, queries and enhancements.
• Capacity building of staff on HRIS including undertaking induction training of new hires and annual refresher trainings and developing with annual capacity building plan for staff on HRIS.
• Liaising with the support team responsible for the HRIS for technical support and updates.

Performance Management

• Support Country HR Team in implementing performance management for country staff, including performance management information in the staff inductions.
• Support all line managers’ work with their Team members developing performance contracts/ objectives and ensure that their annual goals are uploaded in Oracle system timely
• Work with the Area Senior Operations Manager on D2P completion status and ensure that performance conversations are uploaded in Oracle system timely.
• Ensure that all joiners in the projects assigned are inducted on the performance management tools and that refresher trainings are conducted regularly.

Learning & Development

• Under the guidance of HR, Administration and Safeguarding Director track the annual L&D Plan and update L&D Dashboards
• Follow up with the lead facilitators to implement the plan and compile attendance sheets
• Responsible for organizing, coordinating and arranging the training activities based on the L&D Plan.
• Assist with the development of the Learning and development annual status report

Administration and Facilities Management

• Oversee the overall maintenance of the office premises, facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilized.
• Ensure understanding and compliance with Health and Safety regulations.
• Ensure that internal and external communications systems function effectively and efficiently.
• Ensure provision of high quality logistical support to guests, visitors including partner organisations involved in SCI activities.
• Review and assess running costs in order to make savings and or upgrade as needed.
• Ensure overall provision of and adherence to Save the Children policies, procedures, guidelines, systems and standard practices for Administration.
• Ensure timely review and updating of standardized contracts/agreements between Save the Children and landlords and implementing partners to meet the requirements of Save the Children and other funding partners
• Oversee the maintenance of appropriate filing, retrieval and archiving systems in the Area Programme Office.
• Supervise staff under jurisdiction and ensure they perform to the expected standards.
• Negotiate and maintain leases and ensure high quality of basic services (power, water, telephone, internet and security systems).
• Maintain an up to date lease schedule and ensure timely renewals or notices, in the event of vacation

Safeguarding Standards are applied throughout the Area Programme Office

• Coordinate with the Safeguarding Coordinator to monitor the overall implementation of the Safeguarding Policy in the Area Programme Office.
• Ensure that the safeguarding mechanisms are in place and are subject to continuous monitoring/review.
• Ensure child safeguarding concerns are reported effectively in line with the policy, acting as the national level focal point.
• Ensure that concerns are followed up safely, effectively and efficiently and to the required standards.
• Where appropriate, undertake safeguarding investigations in coordination with the Safeguarding Coordinator.
• Deliver on-going refresher training and Safeguarding inductions as appropriate.

Safe Programming

• Identify potential risks to children in all the project activities including, work with programme teams to plan mitigating measures and assign staff to be responsible for the implementation.
• Ensure that a safeguarding approach is mainstreamed through programme design, monitoring and evaluation.

Requirements: 

• Bachelors degree in Human Resources Management, Public Administration, Business Administration or any relevant qualifications

Essential

• Minimum 4 years relevant human resources management experience in a corporate or large INGO
• Proven operational HR track-record – experience of providing generalist HR service to managers across a full range of HR issues
• Must be familiar with Malawi Labour laws
• Excellent skills in handling and advising on complex people management issues
• Good attention to detail
• Good facilitation skills and ability to deliver induction briefing/training
• Strong communication (written and spoken), and interpersonal skills in English
• Excellent skills to effectively manage multiple priorities
• Ability to influence to comply with SCI policy and procedures and meet organization demands
• Ability to work in a team and collaboration in a complex environment, problem solving
• Demonstrated ability to plan and organize self and deliver quality results to customers
• Proactive to build and improve on existing procedures.
• Understands and believes in Save the Children’s mission and vision, commits to its objectives and will to adopt Save the Children’s methodology and framework.