Junior Human Resource Specialist Full Time

JOB ADVERTISEMENT – JUNIOR HUMAN RESOURCE SPECIALIST

As a federal enterprise, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its objective in the field of international cooperation for sustainable development. GIZ operates in more than 130 countries around the globe. In Malawi, GIZ has been working for more than 50 years. Malawi is a priority for German international cooperation and currently focuses on three priority areas: education, health and private sector development in rural areas. In addition to our work on these areas, we also work on public financial and economic management and social protection.

GIZ is recruiting a Junior Human Resource Specialist in the Country Office based in Lilongwe

Responsibilities

The Junior HR Specialist is responsible for

• Staff leave days management in Common Portal.
• VISA/Permit processing and follow-ups with Ministry of Foreign Affairs and Department of Immigration.
• Organises and files documents in reference files or in DMS in line with GIZ’s filing rules.
• Support the HR Specialist with internal controls and audit.
• Deputizing in recruitment process.
• Liaising with HR internal and external customers i.e. Projects, Staff, GIZ Management and External Service Providers i.e. MASM, in a service-oriented manner.
• Maintaining a helpful attitude to HR Internal and External customers, ensuring that the HR Unit forms a professional image.
• Communicating efficiently with offices with which regular contact is maintained.

A. Tasks

1. Services for staff

The Junior HR Specialist
Arrival, inbound travel

• Processes applications, visas and other necessary permits required by government institutions in the host country by the German embassy and other official agencies;
• Updating the VISA/Permit Statistical Tracker;
• Provides travellers with all the necessary information for their inbound travel including security travel guidelines etc;
• Point of contact for all visa and permits issues.

Registration and other documents
The Junior HR Specialist

• Helps experts obtain IDs and other documents, makes copies of all documents (including the official passport etc.) and files these at the GIZ office;
• Maintains a list of all experts on assignment in the country.
• Departure, outbound travel
• Helps answer any questions experts and visitors may have regarding their outbound travel, in accordance with the services provided by the GIZ office.

2. HR Administration

The Junior HR Specialist

• Organises and files documents in reference files or in DMS in line with GIZ’s filing rules;
• Filing of HR documents into personnel files, (both hard copies and electronic files);
• Support with monitoring, updating and managing staff leave days in the common portal;
• Assisting with various internal audit queries, including printing and scanning personal contracts for auditing, crossing checking the presence/ absence of pertinent HR-documents in personal files such as EU black list forms, certificates, exit checklists, signed contracts and Job descriptions etc;
• Assisting staff members with various human resource related services such as MASM membership applications and Amendments, filling and signing of pertinent contract supporting documents such as Data Protection, declaration of residence, code of conducts and exit forms;
• Responsible for all departmental filing and documentation, including opening Personal files for new recruits, updating tag names for all
• National Personal files; arranging and organizing personal files and HR documents in an orderly manner; sorting HR documents and
• Personal files in HR archives section and shredding of documents containing sensitive information;
• Ensuring all personal files are updated and contain relevant documents;
• Management of the HR Archive section / custodian of the HR Archive Documents;
• Supporting in facilitating HR training measures, reminding staff on regular basis to take the WBT including the Mandatory Web-based training (WBT) on Compliance and Acting with Integrity etc and ensuring all certificates are filed in hard copy personnel files and electronic files;
• Supporting the HR Specialist in organizing the Welcome Days and HR Events;
• Any other tasks as may be assigned from time to time.

Required qualifications, competences and experience

Qualifications

• BA in Human Resource Management, Public Administration, Business Administration, or comparable degree (if possible with a focus on HR management)

Professional experience

• 1 – 3 years of experience (internship or similar) in this area
• Other knowledge, additional competences
• good working knowledge of ITC technologies and computer applications (e.g. MS Office)
• basic knowledge of national labour and social law
• basic knowledge of HR management, initial work experience desirable
• good knowledge of the English language
• strictly confidential handling of all HR issues
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

The employment contract will run until 31.12.2024.

How to apply

Interested candidates should submit their applications and these should include: a motivation letter, current resume of the applicant and certified scanned copies of relevant diploma’s and degrees to:
 
The Head of HR
GIZ
P.O. Box 31131
Lilongwe 3

Or email to: giz-malawi-hr@giz.de

The following reference code of the call for application is strictly to be indicated in the subject line of the applicant’s e-mail: CO/JHRS/2023/10/Name of applicant

The deadline for receiving applications is 16th October 2023

GIZ is an equal-opportunity employer and welcomes applications from individuals regardless of gender, disability, race, ethnicity, religion, age, or any other protected characteristic. We embrace diversity and believe that inclusivity in the workplace is essential to our success and we are committed to creating a work environment where all employees are valued and respected.
Within its activities, GIZ is promoting and protecting human rights, health, and wellbeing, and wishes to contribute to a world free from harm, exploitation, and abuse. Prospective candidates should be willing to adhere to GIZ’s Child Protection Principles and Prevent Sexual Exploitation, Abuse and Harassment Policy.