Job Description

EGPAF seeks to fill the following open position

Position Details:

Job title:                                       Associate HR and Administration Officer(2)

Location:                                     Lilongwe, Malawi

Reports to:                                 Senior HR and Administration Officer

Location:                                     Lilongwe

Job Summary

The Associate Human Resource and Administration Officer reports to the Senior HR and Admin Officer and provides general day-to-day administrative functions of the department.

Essential Duties and Responsibilities

1. Records Management

• Develop an efficient filing system (both paper and electronic) to make updating and retrieving of files easier
• Opening of files for new employees and any other HR & Administration correspondences
• Conducting quarterly personnel file audits
• Ensure any employee’s status changes are adequately documented and updated
• Ensure all employees are in receipt of all critical HR documents, including contract, employee handbook, job description etc.

1. Recruitment and Selection Support

• Inviting candidates for interviews, ensuring all paperwork for the interview is in place.
• Ensure candidate logistics and transport reimbursements are properly done and activity advances are timely reconciled with Finance.
• Welcomes new employees to the organization by supporting Snr HR & Admin coordinating orientation programs.
• Ensures all new staff undergo orientation, complete and sign all mandatory paperwork after orientation program
•  Preparation of HR travel advances for transport reimbursement, payment of temporary staff & any other.
• Provide interview feedback to candidates

1. Office Management

• Ensure operation of equipment by completing preventive maintenance requirements;
• Calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Ensure that office utilities are provided and  offices are always clean and well decorated
• Monitor HR & Administration Office supplies and make timely orders
• Coordinate HR projects (meetings, training, surveys etc.) and take minutes
• Operating a variety of office tools, including computers, photocopying, printing and scanning
• Assist in payroll preparation by providing relevant data (new recruits paper work, separation, promotion, lateral movements, absences, etc.).
• Performing any other tasks or functions as assigned

Qualifications

• Degree or Higher Diploma in Human Resource Management/Business Management
• At least 3 years working experience in a similar post

Knowledge, Skills and Abilities

• Excellent written and verbal communication skills
• Computer literate
• Good interpersonal skills
• Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner
• Must be able to prioritize and plan work activities as to use time efficiently
• Must be organized, accurate, thorough, and able to monitor work for quality
• Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback
• Ability to work with limited supervision