CARE Malawi


 CARE is an International Non-Governmental Organization and works in 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 a suitably qualified person to fill the position of Human Resources Coordinator which is based in Lilongwe.


Position Summary

The Human Resources Coordinator will provide administrative support for the Human Resources function in areas such as recruitment and selection, performance management, staff training and development, among others. S/he will also be responsible for the systematic and timely filing of all personnel documents and maintain an up to date HR database. The incumbent will also be responsible for preparing staff contracts and tracking them with respective managers. S/he will also be the HR contact person for all field offices in the central region of Malawi and will work closely with the Human Resources coordinator for the southern region to ensure alignment of Human Resources administrative processes in all offices. The incumbent will coordinate staff welfare activities in the central region to ensure that all staff are supported in line with the organization’s welfare policies.


Key Responsibilities

While reporting to the Head of People and Culture, the incumbent will be required to perform the following key responsibilities:


Recruitment and Selection

  • Assist in the recruitment and selection processes; ensuring that staff are recruited within the shortest time possible
  • Solicit references, conduct Bridger checks, complete vendor forms, prepare Personnel Action Forms and Contracts for new hires
  • Prepare orientation schedules for new staff and monitor that the schedule is properly followed
  • Open personnel files for new staff, ensuring that all documents are properly filed and easily retrieved. Creating new staff in the HRIMS and train them in using the system


Performance Management and Staff Training & Development     

  • Monitor adherence of staff to the performance management processes (Goal Setting and periodic reviews) and inform the Head of People and Culture of the status of each process
  • Consolidate periodic performance appraisal reports and make recommendations to the Head of People and Culture
  • Consolidate annual staff self-development training needs and assist the Head of People and Culture to prepare annual staff development plan
  • Assist Head of People and culture in tracking staff development initiatives taken by all staff


Staff Wellness and Organizational Culture

  • Coordinate with the Payroll office in monitoring staff utilization of their medical allowance entitlement
  • Identify health facilities and coordinate arrangements to establish Service Level Agreements with them and monitor their performance
  • Coordinate medical referrals for staff prior to employee evacuation or transfer; prepare documentation for staff medical referrals
  • Coordinate staff welfare activities (e.g. sickness, bereavement, weddings etc) ensuring that all staff are supported in line with CARE Malawi’s welfare policy
  • Assist Head of People and Culture in identifying suitable wellness programmes and ensure effective implementation


Records Management and reporting

  • Update personnel files, ensure proper numbering for both hard copy files as well as in the HRIMS
  • Conduct biannual file documentation audits (ensure complete checklist in each file)
  • Maintain an up to date archiving system for all personnel records
  • Coordinate with Auditors in file movements for security purposes and ensure that records are easily retrieved and are accessible when required


HR Administration

  • Updating the payroll office regarding all staffing changes like new hires, promotions, salary increments, transfers, end of contracts, dismissals, resignations etc
  • Prepare staff identification, certification and letter of undertaking to relevant stakeholders
  • Advise Pension Insurer of staff joining, leaving, transferring and withdrawing from CARE Malawi’s pension fund; update database for staff beneficiaries for the pension fund
  • Review leave applications and maintaining all national staff leave bank days
  • Coordinate with the payroll office and finance department on staff information related to advances, leave and PARs.
  • Facilitate proper termination to separating staff, ensure exit interviews are done, clearance and exit forms are completed before last working day in the organization and prepare certificates of service for separated staff
  • Assist staff in processing compensation in line with CARE Malawi’s Workers Compensation and GPA policies


Staff Engagement

  • Assist in organizing and facilitating engagement staff engagement events such as Open Day forums, identify suitable resource persons for identified staff engagement activities
  • Assist in organizing staff meetings and keeping records of key issues discussed in such meetings
  • Assist the Head of People and Culture in identifying interventions that enhance staff engagement.
  • Participate in HR related forums (INGO, Labour Disputes, CARE HR network, etc)
  • Participate in the review processes of Human Resource policies and procedures.


Minimum Required Qualifications

  • Degree in Human Resource Management or Business Administration, or its equivalent with at least 3 years’ experience with an INGO.
  • At least 5 years’ experience in grant and Contracts Management, sub grants and budget management at similar level, of which at least three in an international NGO;  

Technical Skills

  • Proficiency in Microsoft Office including and good skills in using HRIMS
  • Thorough understanding of Malawi labour laws and HR best practices
  • Ability to interact with staff with diverse backgrounds and possession of conflict management and problem-solving skills.
  • Firm belief in teamwork, gender equality, sensitivity to HIV/AIDS, conceptual understanding of participatory approach and sustainable development.


CARE International in Malawi seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.


Applicants who meet the required qualifications and experience should send their application through email to addressed to the attention of:


The Country Director

CARE Malawi

P/Bag A89



Closing date for receipt of applications is July 12, 2017.  Only short-listed candidates will be contacted.