Human Resource Specialist Full Time

JOB ADVERTISEMENT – 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 Human Resource Specialist in the Country Office based in Lilongwe.

Responsibilities:

The HR Specialist is responsible for:

• In consultation with the Head of HR, forms part of the central contact for management and staff in Malawi for all HR questions, specifically recruitment and selection, contract issues and professional development;
• Is responsible for implementing HR procedures as required; including operational and administrative HR tasks;
• Develops, reviews and implements national personnel policies in line with the local conditions and global regulations, including liaising with the Legal Counsellors and Management;
• Acts independently and integrates others who have been assigned HR tasks;
• Advises Country Office and Projects on basic HR policy issues;
• Assumes conceptual and coordination tasks in HR Management.
• Dealing with all questions arising in this area.
• Identifying relevant problems and issues and assisting in formulating implementation–oriented solutions.
• Further developing instruments and assisting in introducing innovation and change.
• Managing knowledge by disseminating and documenting know – how, experience and information.
• The HR Specialist performs the following tasks:

B. Tasks

1. HR Instrument and Procedures

In consultation with Head of HR, the HR Specialist coordinates the key HR Processes, including country specific policies and guidelines, HR and competence development, staff talks and general human resources management. S/He identifies current issues and problems and formulates appropriate proposals for HR Instruments and procedures in accordance with GIZ National Personnel Policy.

The HR Specialist

a) Contributes to the review and updating of HR related policies and guidelines (eg personnel handbook, contracts, disciplinary guidelines, staff development requirements and HRD Mosaic);
b) Is responsible for implementation of and compliance with GIZ National personnel policies and puts in place corresponding HR instruments and procedures;
c) Develops information material and general HR communication to staff including new staff

2. Recruitment and Selection

The HR Specialist organises and directs the recruitments and selection process in accordance with GIZ standards and Recruitment Guidelines for Malawi. S/He

a) In consultation with Head of HR updates periodically the recruitment guidelines and recruitment supporting documents.
b) Advises managers on drawing up requirement profiles and formulating appropriate job description, including updating the SAP to the new job positions.
c) Searches for suitable staff in accordance with the requirements for the position (identifies existing GIZ HR resources in the country and/or region, writes job advertisements and ensures publication in appropriate print and or online media);
d) Organises applications received and facilitates shortlisting of candidates based on requirements or hiring criteria, obtains references and conducts preliminary job offer discussions;
e) Supports projects and organises Country Office selection (e.g. interviews).
f) Checks national personnel against the sanction list.
g) Notifies unsuccessful applicants, documents the selection process, archives the documentation and enter staff data in SAP and other HR systems.

3. Contract Management, Personnel Handbook and HR Support

The HR Specialist ensures contract process in line with the national labour laws and assist staff on all HR maters. S/He

a) In consultation with Head of HR, updates the personnel handbook and all related policies and guidelines for National Personnel in Malawi;
b) In consultation with Head of HR; updates information on employment conditions for national personnel (compensation system, salary bands, model job descriptions etc);
c) Deals with all organisational and administrative stages in processing of national personnel contracts i.e. monthly updates of entries in SAP-HR, compiling monthly staff changes to input on payroll process, enrolment of new staff on pension, life assurance and MASM;
d) Plan and organises training measures and advise managers on further training measures, including facilitating onboarding sessions for new staff;
e) Organises Wellness Days as an HR Initiative to tackle staff wellbeing;
f) Support the Head of HR in implementing disciplinary hearing procedures in accordance with the disciplinary guidelines and national labour laws.
g) Facilitates updating and inputting of HRD Mosaic,
h) Support the Personnel Planning and Development Process (PPDP).
i) Maintain absolute discretion and maturity in handling sensitive/confidential HR data.
j) Prepare contract for new employees and responsible to provide respective person on timely manner based on the standard GIZ contract standards.
k) Prepare contract extension for existing employees and responsible to provide respective persons on timely manner.
l) Support the staff talk and development process and make sure all national staff are aware of the process and timelines.
m) Conduct appropriate induction procedure for newly hired employee.
n) Perform as HR representative in interview panel for recruitment.
o) Support the Junior HR Specialist in ensuring that all employees personal files systematically and update information as necessary

Other duties /additional tasks

a) Performs other duties and tasks at the request of management.

C. Required qualifications, competencies and experience

Qualifications

• BA in Human Resource Management, Public Administration, Business Administration OR any relevant university degree in administration, (if possible with a focus on HR management) or similar area.

Professional experience

• At least 5 years’ professional experience in a comparable position
• Other knowledge, additional competencies
• good working knowledge of ITC technologies and computer applications (e.g. MS Office)
• familiar with HR procedures
• good knowledge of Malawi labour laws
• experience in advising on HR issues
• impressive track record in a service provider, advisory and governance role
• awareness of how to handle HR issues appropriately (confidentiality, data protection)
• 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.

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/HRS/2023/10/Name of applicant

The deadline for receiving applications is 16th October 2023

GIZ is an equal opportunity employer and welcome 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.