Human Resources Officer

The Organization We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. We are working towards three breakthroughs in how the world treats children by 2030:

· No child dies from preventable causes before their 5th birthday · All children learn from a quality basic education and that, · Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information: Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/jobs We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.

The Opportunity

Save the Children International is inviting applications from suitably qualified personnel to fill the position of Human Resources Officer. As a key member of the Country Office Human Resources team, the role holder will be responsible for maintaining and updating the Human Resource Information System (Oracle) and will be the focal point for all recruitment and selection in Central and Northern regions. The role holder will also be responsible for payroll processing. Furthermore, the role holder will support the country office on learning and development activities, performance management in specified projects and all labour relation matters.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

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.
• Terminate leavers from the Oracle and Learning Management System (LMS).
• Generate Core Oracle comprehensive staff reports and share with the line manager for necessary decision making.
• Be the point of contact for all country office Oracle/LMS 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.

Staff Recruitment

• Lead on 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 (i.e. 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 and securely kept for all employees.
• Maintain probationers list by inputting all new staff data, sending reminders to line managers for confirmation, provide support to line Managers on the process and process confirmation letters timely.
• 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.
• Submit operational reports to the Human Resources Coordinator on a monthly basis.

Learning and Development

• Create and maintain the records of new staff in the learning Management system (LMS).
• Ensure all staff and new joiners attend SCI mandatory trainings and update records in the LMS.
• Partner with line managers to identify training and development needs within the organisation through a gap analysis of strategy and the current skills set, job analysis, performance appraisal, and regular consultation with the Human Resources Coordinator.
• Support the development of an annual L&D Plan for the Country Office to address L&D needs as identified in performance conversations.
• Work with HR team and line managers to track, evaluate and report on training outcomes.
• Guide and coordinate the planning, implementation, review and continuous improvement of learning and development aimed at facilitating the achievement of organizational and employee performance objectives as well as continuous professional development of employees.
• Provide guidance on learning and development processes and facilitate in-house training programs such as orientation and re-orientation programmes.
• Provide staff with HR guidance on individual development opportunities arising from performance review feedback and personal career development interests.
• In liaison with the HR Coordinator, conduct Inductions for new staff.

Performance Management

• Assist in the implementation and maintenance of performance management system that is in alignment with organizational goals in specific projects as assigned.
• Ensure that all joiners in the projects assigned are inducted on the performance management tools and that refresher trainings are conducted regularly.
• Ensure that performance reviews are conducted regularly by supervisors; provide training and advice to managers on effective implementation of performance management.
• Ensure that staff have access to HR guidance on individual development opportunities arising from performance review feedback and personal career development interests.
• Ensure staff in the specified projects upload their annual goals and performance conversation in the oracle systems timely.

Compensation and benefits

• Prepare personnel update for payroll processing.
• Process education allowance claims and any other benefits/ allowances for payroll processing.
• Process the payroll.

Labour relations

• Maintain a record of all grievances and share with the HR, Safeguarding and Admin Director
• Provide guidance and advise line managers/ staff on the process of handling staff grievances and the legal implications.
• Conduct disciplinary/ performance hearing whenever required for staff from grade 4 and below.

Child safeguarding

• Ensure 100% annual compliance in all aspects of the Child Safeguarding self-audit assessment which pertain to recruitment.
• Embed child safeguarding in all HR work.

In order to be successful, you will bring/have:

• Bachelor’s degree in human resources management, Public Administration, Business Administration, Social Science or any relevant qualifications

EXPERIENCE AND SKILLS

• Minimum 4 years relevant human resources management experience in a corporate or large INGO
• At least 3 years’ experience in working with HRIS including SAGE Payroll system.
• Proven operational HR track-record – experience of providing generalist HR service to managers across a full range of HR issues.
• 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.
• Experience of a range of assessment techniques (including assessment centers)
• 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.
• Knowledge of various recruitment systems including social media recruitment
• 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.

Location: Lilongwe

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.

Application Information:

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/careers

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.

To avoid disappointment, you are advised to submit your application as soon as possible as we will be reviewing on rolling basis and we reserve the right to close the vacancy early if a high volume of applications are received. This is to ensure that we can manage application levels whilst maintaining a positive candidate experience. Unfortunately, once a vacancy has closed, we are unable to consider further applications.