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People, Culture & Administration Officer at VisionFund Malawi

VisionFund Malawi

Job Purpose
Reporting to the People and Culture Manager, the People, Culture & Administration Officer is responsible for ensuring smooth running of the people and culture processes, procurement of goods and services of high quality at the lowest possible cost while adhering to the VFM Procurement policy and procedures. The job holder is also responsible for carrying out all administrative tasks including management of property, fleet, stores, security, contracts, assets and insurance within the relevant policy framework, to ensure smooth running of office operations and the business.
Responsibilities & Deliverables
  • Support the timely assessment, recruitment, candidate screening, selection, hiring and orientation
  • Support timely renewal of employee contracts
  • Coordinates and follow up frequent and timely coaching is provided to staff;
  • Assists managers to set SMART performance targets and ultimately ensures that performance contracts are properly aligned to JDs;
  • Create an induction program for new staff orientation including content and schedule
  • Support in reviewing completed performance appraisals for all staff to ensure the performance appraisals are aligned to performance contract and monitors performance gap trends within the MFI;
  • Support in the administration of the monthly, quarterly and annual performance evaluation process as required by the policy
  • Coordinating staff training requirements
  • Assist in the development of procurement plans
  • Receive purchase requests from internal customers
  • Review purchase requisitions and identify sources of supply
  • Identify suppliers in accordance with the VFM procurement policy.
  • Ensure 100% transparency, fairness and correctness in bid evaluations and contract awarding procedures by fully involving the Internal Procurement Committee.
  • Ensure safe delivery and receipt of ordered materials.
  • Lead fact-based negotiations with suppliers.
  • Maintain good level of public relations with outside suppliers as well as strong partnership with internal users
  • Preparation and management of contractors’ contracts and prepare their monthly payments
  • Identify alternative supply sources for materials/services not under contract
  • Filling of procurement documents
  • Produce monthly procurement reports for submission to the P&C Manager.
  • Responsible for facilities management; ensuring that office and house rentals for expatriate staff are negotiated for, renewed and paid for in time; that parties operate within the provisions of their signed contracts.
Minimum Requirements
  • University Degree in Human Resources Management or Business Administration from a recognized institute of higher learning
  • At least 3 years’ work experience.
  • Proven ability to lead multi-discipline teams, strong communication & presentation skills
  • Ability to perform under pressure and tight deadlines, multi-tasking to ensure deadline are met.
  • Strong client relations, negotiation and selling skills, relationship Management and team motivator/builder
  • Be self-starter, effective team player and demonstrated verifiable result- oriented track record
  • Excellent written and verbal communication in English
  • Highest levels of integrity
Method of Application
Interested candidates should send their applications together with their detailed Curriculum Vitae, three traceable referees and copies of certificates to:
The People & Culture Manager
VisionFund Malawi
Private Bag A232
VisionFund Malawi does not use agents, nor solicit any form of payments for any application, training, interviewing, testing or any fees in connection with this recruitment. Report any acts of solicitation for payment and/or extortion to VisionFund Malawi on the following; Tip offs Toll Lines: 0884621623