The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. We believe in the power and potential of every child but know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. We support children’s rights from birth until they reach adulthood and we enable children to prepare for and respond to crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries.

Plan International Malawi (PIM) started operating in Malawi in 1994 and has continued to complement efforts of the government of Malawi where it has tremendously supported the Malawi communities to enhance an enabling environment that promotes child protection, sexual reproductive health and rights and inclusive quality education. PIM is prioritizing three programmes which include: Positive Sexuality in Gender Transformative Communities, Inclusive and Quality Education and Collective Action and Economic Opportunities and Climate Change Justice.

We won’t stop until we are all equal.

DIMENSIONS OF THE ROLE

The People and Culture Coordinator is responsible for HR administration activities and assist the Head of People and Culture in developing and managing human resources for the organization. The People and Culture Coordinator is responsible for providing support in the various Human Resource functions, which include, but not limited to, recruitment, orientation, training and development, performance monitoring and employee counselling.
The People and Culture Coordinator provides advice and assistance to supervisors and staff. This may include information on training needs and opportunities, job descriptions, performance reviews and huma resources policies of the organization. The position coordinates the staff recruitment process. The People and Culture Coordinator provides advice and support to supervisors and managers and ensures that they have accurate and timely information in order to make effective decisions

ACCOUNTABILITIES
• Contract administration – maintain an oversight on contract periods and initiate discussion on extension review through line managers.
• Benefits administration – Payroll processing and management. Prepare pension schedules, SACCO deductions, PAYE and Staff Welfare
• Provide Human Resources support to Plan Malawi Program areas and projects by coordinating coordinate staff separation process: effect separation communication, exit interviews and clearance on off-boarding in accordance with policy, procedures and local labour law,
• Undertake maintenance of staff records to prevent loss of information and facilitate easy access of information.
• Assist CHRM in working with heads off departments and project managers in evaluation of new jobs and expanded roles, advising on job design, job descriptions and the correct grading for jobs/participate in reviewing job descriptions and person specifications in accordance with changing job requirements.
• Participate in periodical reviews of HR policies and strategies and employee opinion surveys and make recommendations for the better running of the department as well as participating in salary reviews and budgeting as may be advised by CHRM.
• Support in organizing people centred events that would build good working relations among staff. Annual activities organized, well participated and meet objectives.
• Conduct all other human resources administration activities for the smooth flow of HR functions.

Specifically, the People and Culture Coordinator is responsible for the following:

Recruitment Management
• With the support of the Head of People and Culture, coordinate staff recruitment and selection process in order to ensure a timely organized and comprehensive procedure is used to hire staff
• Provide advice and assistance to supervisors on staff recruitment
• Prepare notices and advertisements for vacant staff positions.
• Receive applications from prospective candidates and maintain a database of applicants with special skills.
• Schedule and organize interviews
• Participate in applicant interviews as required
• Conduct reference checks on possible candidates
• Implement procedures and policies on staff recruitment
• Communicate to the unsuccessful applicants
• Maintain a database of advertising agencies (including websites and professional forums and their cost)
• Support Head of People and Culture in the orientation of new hires
• Conduct exit interviews

Payroll Management
• Ensure that staff are paid their correct salaries and in a timely manner
• Update all salary related information to ensure that the salaries for staff are correct
• Address all salary related concerns with staff
• Introduce new hires to the payroll
• Remove from payroll staff who have separated with the organization
• Verify salary information on the contract and in the payroll
• Produce all salary related reports
• Coordinate with the finance department on all issues relating to salaries
• Keep all monthly salary records

Tax Compliance Management
• Ensure that staff are deducted the corrected tax amount
• Ensure that the Pay As You Earn (PAYE) tax is paid timely to the tax authority
• Produce the PAYE tax reports
• Keep all PAYE tax reports

Staff Pension Management
• Ensure that both the organization and staff are deducted the right amount of pension contributions
• Ensure timely remittances of pension contributions
• Produce pension contribution reports
• Manage former staff pension claims/transfers with the pension administrator
• Address all pension related issues with staff and former staff

Management of the Private Medical Insurance Scheme
• Ensure that staff and eligible dependents are timely registered on the scheme
• Make necessarily follow up with the medical insurance service provider
• Ensure that payments are for the private medical insurance scheme are prepared and paid timely
• Resolve any issues that may emerge between staff and the private medical insurance provider
• Conduct a satisfactory survey with staff on the services from the private medical insurance scheme
• Review manifests from the private medical insurance provider and timely rectify any errors that may be identified

Staff Savings Management
• Introduce staff to the voluntary staff savings scheme
• Ensure that staff are deducted the correct amounts on their savings
• Liaise with both Plan SACCO on all issues relating to staff savings
• Facilitate staff loans through SACCO
• Manage staff loan recoveries through the payroll and remitting the same to either Plan SACCO

Management of Staff Insurance Claims
• Facilitate staff insurance claims through the insurance providers
• Keep records of all claims being processed
• Follow up with insurance providers on behalf of staff on the status of the insurance claims
• Communicate to staff on the status of their claims

Monitoring of staff performance and time management
• Monitor daily attendance.
• Investigate and understand causes for staff absences.
• Recommend solutions to resolve any chronic attendance difficulties.
• Under the guidance of the Head of People and Culture, provide basic counselling to staff who have performance related obstacles.
• Under the guidance of the Head of People and Culture, provide advice and recommendations on disciplinary actions.
• Monitor scheduled absences such as holidays or travel and coordinate actions to ensure the staff absence has been adequately covered off to ensure continuity of services.
• Inform affected staff of unexpected absences from work and coordinate actions ensuring the continuity of services such as cancellation of events, trainings, and workshops.

Human Resource Development:
• Assist the Head of People and Culture in developing annual development/training needs through the formal performance review process.
• Maintain a database of training courses and their costs.
• Actively seek local training opportunities as prioritized
• Facilitate the process of staff attending all compulsory courses within the organization
• Keep records of training attended for each staff

Employee Records Management and Management of HRIS
• Ensured that personnel files are complete in both hard and soft copies with all staff-related documentation and employment records as required per Plan International, donor, and local labor law,
• Ensure that job descriptions are up to date and responsibilities and performance expectations are clearly communicated,
• Ensure effective and efficient processing and authorization of annual and other leaves by the supervisors responsible,
• Ensure that HRIS database is maintained up to date with all relevant information,
• Ensure that all HR Audit topics are covered and led the closing of any HR Audit findings,
• Ensure that new employee documentation is processed in a timely fashion,
• Maintain recruitment and attrition statistics for staff.

Management of Staff Separation

• Manage national staff separation process including exit interviews, separation letters, clearance,

• Ensure that policies and procedures as well as local labor laws had been followed in staff separation processes,
• Coordinate staff clearance, oversee and track payment of separation benefits to separating staff in a timely manner.
• Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

KEY RELATIONSHIPS
• Country Leadership Team,
• Program Area Managers
• Project Managers
• Project Staff
• Labour Offices
• Immigration Office
• Other iNGOS

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
• Bachelor’s degree in HR Management or related discipline required,
• Minimum of seven years of professional experience across all HR disciplines, including employment, benefits, compensation, employee relations, training and development, workers compensation and conflict resolution.
• HR certification is an added advantage.
• Demonstrated ability to exercise confidentiality and professionalism
• Communicate effectively verbally and in writing to all levels of staff and management, outside officials and agencies, and the public, expressing ideas and instructions clearly and concisely.
• Excellent time-management, problem-prevention and problem-solving skills.
• Ability to work effectively, professionally and tactfully with a diverse workforce, team leaders, senior staff etc
• Possess a work ethic that includes confidentiality, punctuality and accuracy
• Ability to work independently and to exercise independent judgment
• Ability to ensure adherence to applicable laws and regulations a diverse workforce.
• Ability to periodically work extended hours and travel to multiple work site

PLAN INTERNATIONAL’S VALUES IN PRACTICE
We are open and accountable
• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact
• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together
• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering
• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives.

PHYSICAL ENVIRONMENT
Minimal travel

LEVEL OF CONTACT WITH CHILDREN
Low contact: No contact or very low frequency of interaction

Location: Country Office, Lilongwe

Type of Role: Fixed Term

Reports to: Head of People and Culture

Grade: Level 14

Closing Date: 21 August 2024

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Qualified Females are encouraged to apply!!!

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.