Human Resources Assistant

Job Description

CARE is an International Non-Government Organization and works in over 95 countries around the world to support more than 890 poverty-fighting development and humanitarian-aid projects in the improvement of livelihoods and capacities of poor and marginalized households especially women and girls. In Malawi, CARE works in collaboration with the Government of Malawi and other non-governmental partners.  


CARE seeks to recruit suitably qualifies candidates to fill the following positions which are available in Lilongwe and Zomba as follows: 


Position: Human Resources Assistant (Based in Lilongwe) 


Position Summary 


The Human Resources Assistant will provide HR administrative support to CARE Malawi, to ensure that CARE maintains an organization culture that promotes performance and accountability, and ensures that staff are engaged and are happy to work for CARE. The position will play a key role in ensuring projects and department staff are recruited in the most time and cost-effective manner, ensuring that contracts are issues and renewed as and when required. S/he shall also be responsible for managing all employee relations and wellbeing policies. The successful candidate shall also be responsible for processing work permits for international staff.


Specific Roles and Responsibilities 


The successful candidate will be expected to perform the following specific duties:


  • Manage recruitments for projects and departments, ensuring that they have well qualified staff at all times – this includes receiving PRFs from hiring managers, drafting adverts,  preparing long lists for final shortlist by the interviewing panel, organising selection  interviews, writing interview reports, collecting references and preparing staff contracts ∙ Organise orientation for new staff, and ensure that new staff have performance goals for  probationary period set and reviewed. Follow up with hiring managers to ensure that new staff are confirmed or not confirmed in their appointments.
  • Follow up with line managers to ensure that performance goals are set, reviewed and that staff’s annual performance appraisals are done on time. Prepare annual performance Assessment and Appraisals reports for management’s decision.
  • Work with Project Managers/Heads of department to identify any performance gaps and/or opportunities for learning and staff development, prepare and make recommendations to  Director of People and Culture for implementation of staff development plans.
  • Manage staff records – open personnel files for new staff, ensuring that all documents are properly filed and easily retrieved. Creating new staff in the HRIMS and training all new staff in using the system. Ensure proper and consistent staff numbering. Reactivating rehired staff in the HRIMS ensuring that their records reflect their new rehire dates.
  • Coordinate with Auditors in file movements for security purposes and ensure that records are easily retrieved and are accessible when required
  • Facilitate proper termination to separating staff, ensure exit interviews are done. Work with line managers to ensure that clearance forms are completed and signed off on time and are submitted on time to the payroll office for processing of final dues. Ensure that all departing staff sign off their final payment before files are closed.
  • Prepare Certificates of Service and reference letters for separated staff
  • Prepare periodic HR related reports such as new hires, resignations, dismissals, end of contracts, staff accidents, GED, PARs, Leave Accruals and contribute to COMFORT reports among others. work with the Director of People and Culture to address any gaps identified in the reports.
  • Work with the Compensation and benefits Coordinator to ensure that all staff have enrolled for all mandatory/statutory staff benefits like pension, accident insurance etc.



Minimum Required Qualifications, skills and relevant work experience 


  • Bachelor’s Degree in Human Resource Management or Public or Business Administration
  • Minimum of 5 years’ experience in Human Resources management work at an INGO is preferred
  • Experience in tracking and managing staff contracts is desired
  • Knowledge of labour legislation and best practices in Human Resources Management
  • Ability to act independently and work under pressure
  • Excellent computer skills
  • Ability to interact with staff with diverse backgrounds and possession of conflict resolution and problem-solving skills.



How to apply


Applicants who meet the required qualifications and experience should send their applications through email to:


Email: [email protected]  


addressed to the attention of:


The Country Director

CARE Malawi

P/Bag A89



Closing date for receipt of applications is December 4, 2020. Only short-listed candidates will be contacted. 


CARE has zero tolerance to sexual harassment, exploitation and abuse and has a Safeguarding Policy which outlines expected behaviours and responsibilities of all staff and CARE related personnel (consultants, vendors, partners, project participants, etc.). All potential candidates will be required to complete a Self-Declaration Form and those successful will be expected to sign up to the Code of Behaviour contained in the Safeguarding Policy.

Skills Required

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