Malawi Liverpool Wellcome Trust
Job Description
Introduction
The Malawi-Liverpool-Wellcome Clinical Research Programme (MLW) is an internationally recognised centre for research and research training, affiliated to the Kamuzu University of Health Sciences (KUHeS). MLW has two aims, to conduct excellent research to benefit health and train the next generation of researchers and leaders in Malawi at its Blantyre based offices located within the vicinity of the largest hospital in Malawi, Queen Elizabeth Central Hospital (QECH). The programme has been in existence since 1995 and is funded by the Wellcome (W). The institution is currently undergoing through a core-grant renewal process which once awarded will be for seven (7) years
The programme manages more than 100grants at any point in time and currently has about eight hundred (800) staff in research and administrative functions (operations). As part of our desire and strategic drive to ensure that we have a robust human resources team to support these aims and the growing organisation, MLW would like to engage the services of a dynamic and experienced Senior Human Resources Services Coordinator whose key aim is to coordinate and be the focal and first point of contact for all human resources shared service activities.
MLW is a multicultural organization and therefore, interested applicants should be comfortable to give excellent administrative support to a diverse workforce. The most critical attributes for the role include but not limited to, open mindedness, proactiveness, excellent communication skills (both formal and verbal), critical thinker and solutions provider to emerging issues. Emotional Intelligence will also be a much-sought attribute.
Role Summary
The post holder will among other activities, take a leading role in the services section in providing effective administrative support to several general and transactional HR issues. They will report to the Head of HR and be part of the HR Leadership team which works hand in hand with the latter.
This positions as with all others in the institution are under contracts and are renewed based on good performance.
POSITION FUNCTION (PURPOSE): In summary, why does the job exist?
- The Services section is the starting point of all HR activities and therefore the role is to provide strong strategic administrative support to HR processes (recruitment of staff of all grades up to ML1-L2 level, drafting of contracts, employment permits for international staff, welfare (funeral support), updating and safe custody of employee files, managing the exit process, disciplinary matters up to ML1-L2 grade level among others)
- To ensure that the staff handbook stipulations are followed and only where beyond the office, matters to be escalated to a higher office within the department.
- To be the focal point handler of day to day (transactional aspects of) HR activities (about 70% of HR activities)
- To be able to deputize the Head of HR when delegated, this aspect will alternate with other senior colleagues within the department.
- To coordinate with other senior team members in the department to ensure smooth functioning of the activities. These are Training & Development Manager and Compensation and Benefits Manager.
Responsibilities
KEY ACCOUNTABILITIES/RESPONSIBILITIES: The major duties and tasks of this job.
Compliance
- Ensuring that the staff handbook is adhered to when implementing the day-to-day activities. Therefore, the position also requires familiarity with rules and regulations of MLW provided for in the Staff Handbook and other HR related policies.
- Providing guidance wherever applicable to all stakeholders in the various services activities. The person should be conversant with stipulations guiding the activities of the office i.e., Temporary Employment Permits (TEP) requirements, Medical Council Requirements, Funeral support limits, among others.
- Following and maintaining checklist for Employee Files, TEP process, Medical Council application process.
Document and Record Management
- Ensuring that all personal files are complete, current, and matching with file checklist requirements.
- Ensuring that a filing plan is developed and followed. This should ensure that all documents are filed withing the specified and agreed timelines.
- Ensuring that personal files are secured and access to filing cabinets is restricted.
- To ensure that an up-to-date record of all staff is readily available every month and on time. (a staff list of those on standard contracts, a staff list of international staff and the Temporary Employment list).
- To assist in the calculation of turnover rates for Core program staff
- Ensuring that a detailed Malawi Medical Council (MMC) list is developed, updated, and maintained.
Staffing/Recruitment, contract drafting (new and renewals), Onboarding, Welfare, Discipline, Exits
- Coordinating with the Head of HR in managing staff recruitment by being involved with the recruitment cycle (drafting, arranging for Adverts, interview invitations, interview venue booking, interview documents, background checks). For actual recruitment process to assist the panel on recruitment of people in grades TC2 to ML1-L1. Also, to give administrative support for recruitment of people in all grades.
- Operating as a focal person when onboarding new entrants and ensuring that the on boarding system (New Employee Onboarding -NEO) is conducted timely and seamlessly.
- Drafting of new employee contracts, confirmation of service contracts and coordinate negotiations for service and supplementary contracts with the input of Compensation and Benefits Coordinator and Head of HR where required.
- Ensuring that new recruits files are timely prepared and shared with Compensation and Benefits team for their further actioning before they ae paced in safe custody of Services section.
- Being the focal person giving guidance and support of the general welfare issues which are within the mandate of HR department e.g., funeral assistance (related benefits). Having a readily updated list of activities MLW supports in such issues and taking the lead in coordinating with HR Manager, Welfare committee, Staff Representatives, and family of deceased in ensuring that arrangements are transparent, policy based, smooth and timely.
- Attending to disciplinary issues and general staff concerns which may be handled at this level but ensuring escalation in a timely manner if deemed beyond the pay grade.
- Managing staff exit processes (grades TC2 to ML1-L1) or whenever delegated by ensuring that all exits processes are completed. In the case of contract non-renewals, the position holder to ensure that timely communication is done with relevant departmental heads or Principal Investigators (in case of projects) to check on the same and communicate with concerned staff(s) on time.
- Ensuring that all staff who are exited are taken out of global email address system by liaising with IT department regularly (e.g., every month)
Permits Management
- Ensuring that all international staff hosted at MLW have the necessary papers to be in country by timely arranging for applications.
- Ensuring that the TEP database is updated and tracking of expiry of permits and renewals is done within the stipulated timelines as per the relevant TEP Guidelines. This is to be done by coordinating with the HR Services Officer.
- Ensuring that timely communication is always maintained with all stakeholders to avoid misunderstandings and ensure clarity of process.
Reports
- Producing relevant reports as required
- Assisting with relevant HR analytics
Communication
The role is critical part of the HR department’s function on all sections and therefore it is
Key. Therefore always,
- Ensure that courtesy is always an approach of choice and avoid engaging in emotional arguments with staff/stakeholders. In the event of difficult situations always escalate the matter to someone higher or a seek advice from a colleague.
- Ensure that all queries and feedback from stakeholders are dealt with as a priority and promptly wherever practical.
- Ensure that discretion is used especially when involving personal information of staff
Employee Engagement
As the position interacts with a wide range of stakeholders (external and internal), the position holder must have good understanding of stakeholder engagement (employees and others) techniques (e.g.HR Clinics, Townhall meetings/staff forums)
Supervision/Management
The job holder has 2 direct subordinate (and likely to increase in near future) and therefore effective people management skills are paramount. Besides, the person will be part of the department team leadership and active participation in department activities is key.
Knowledge
Most of the department’s activities are policy or regulations based, therefore ensure that the position holder strives to be kept current and knowledgeable of key policy issues which form the basis of the section’s work as well as the regulatory stipulations which govern what the department does. (Staff handbook, Malawi Labour legislation and other statutory legislation which may enhance the knowledge base of the position holder for effective performance)
Requirements
QUALIFICATIONS: (i.e., Education, Training and Experience Requirements).
D(a) Education: First Degree (Human Resources, Business Administration or Social Sciences), post graduate degree is advantageous
D(b) Experience: At least 5 years’ relevant experience
E KEY COMPENTENCIES/ATTRIBUTES AND SKILLS (e.g., IT Skills, Personality, Communication, Teamwork etc.)
- Good temperamental and emotional intelligence
- Excellent communication and interpersonal skills (presentational)
- Experience with main IT platforms (outlook, word, excel, PowerPoint and other specialised databases eg SAGE 300 people, )
- Organizational & critical thinking (analytical)
- Proactiveness
- Networking skills
- Open minded and being flexible
Method Of Application
Interested applicants should apply by sending, a cover letter, copies of relevant certificates, detailed CV with 3 traceable referees (with at least 2 professional referees) to [email protected]. This should be in one pdf format and indicate HR Services Application.
MLW recognizes its responsibility in safeguarding and protecting communities, research participants and patients with whom MLW is working. Please note that successful candidates will be requested to undergo a safeguarding check prior to appointment and at regular time points during employment.
ONLY SHORT-LISTED CANDIDATES WILL BE ACKNOWLEDGED.
To apply for this job email your details to vacancies@mlw.mw