Associate HR and Administration Officer(2)-EGPAF jobs

  • Full time
  • 4 months ago
  • Salary MWK 000 / Monthly

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


  • 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

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