Ministry of Trade Industry and Cooperatives
HUMAN RESOURCE AND ADMINISRATION MANAGER
JOB TITLE: Principal Human Resources and Administration Manager
GRADE: Professional Level 3 (P3).
SALARY SCALE: COM$55,861.08 – COM$68,658.91 per annum
DIVISION: Corporate Service Division
TENURE: A fixed term of Four (4) years.
NUMBER OF POSTS: One (1)
DUTY STATION: Lilongwe
REPORTS TO: The Head of Corporate Services under the overall supervision of
the Chief Executive Officer
TYPE OF CONTRACT: Commission’s fixed term employee under the professional service
category
1.1. Purpose of the Job
The purpose of the job is to strengthen the capacity and increase the efficiency of the institution
through the management of the payroll, maintenance of effective recruitment and management
policies and other administrative matters of the Commission.
1.2. Requirement of the Post
1.2.1. Responsibilities
Under the overall supervision of the Chief Executive Officer and the direct supervision of the head
of Corporate Services, the incumbent will be responsible for the following specific functions:
Human Resources Management
Design, update, and implement a strategic human resources system which will comprise the
following:-
i. Contribute to the preparation, review, and evaluation of staff policies and staff Rules and
ensuring that they are properly applied and complied with.
ii. Develop, review, and implement HR policies, procedures, guidelines, contracts, conditions
of service, etc.
iii. Advise Executive Management and Middle Management on Human Resource matters.
iv. Actively involve in recruitment of staff by preparing job descriptions, preparing adverts,
managing the hiring, and onboarding processes.
v. Maintain physical and digital personnel records, updating the staff records database.
vi. Support the development and implementation of Human Resources initiatives and
systems including motivation strategies, staff welfare policies, and industrial relations
policies.
vii. Coordinate Performance Management System, staff training and development
programmes
viii. Prepare strategic plan, objectives, work plan, schedule work of the Unit as well as allocate
and delegate tasks.
ix. Guide the Commission on staffing levels and manpower planning process to ensure
optimum numbers.
x. Ensure that all Organisational Jobs are correctly profiled and graded.
xi. Ensure good industrial relations.
xii. Manage the staff reference data in the payroll system and collaborate with the Finance
Unit to ensure accurate and timely payments.
xiii. Foster a positive work environment by handling employee grievances, conflicts, and
disciplinary matters.
xiv. Service and advise those who may be assigned to review any staff matters such as
promotions bodies and policy advisory bodies by:
xv. Coordinate and advise management on staff wellness, safety health, and welfare
schemes.
xvi. Check and validate, leave and claims.
xvii. Provide advisory services on to staff on HR policies, procedures, guidelines, contracts,
and conditions of service.
xviii. Prepare reports and presentations on HR and Administration matters.
xix. Prepare and manage the approved Human Resources and Administration Unit Budget.
xx. Lead, supervise the work, and appraise the performance of the HR and administration
staff.
Administration
xxi. Manage the office premises and facilities including acquisition, disposal, and maintenance
of the Commission’s assets.
xxii. Ensure the efficient and smooth running of office operations by coordinating facilities
maintenance and improvements and any other general office administration work.
xxiii. Overall Supervision of Procurement activities, monitor and evaluate the performance of
contractors against Service Level Agreements.
xxiv. Overall supervision of the receipt and management of stocks and ensuring that they are
protected from theft, deterioration, and damage.
xxv. Coordinate the maintenance of the inventory system and accurate up to date asset
register.
xxvi. Ensure good customer relations are maintained with tenants.
xxvii. Ensure the record of properties and agreements are maintained.
Others
xxviii. Perform all such things as are incidental to the foregoing and/or as may be delegated by
the Chief Executive Officer or the head of the Corporate Services Division.
1.2.2. Qualifications
A minimum of Bachelor’s Degree in Human Resources Management, Management,
Organisational Development, Business Administration or related field. A Master’s Degree in any
of these disciplines will be an added advantage.
1.2.3. Experience
A minimum of 8 years’ experience in Human Resource Management.
Experience in administration and procurement matters will be an added advantage.
Working expereince in a regional or international organisation will be an added advantage.
Supervisory experience will be an added advantage.
1.2.4. Competencies
i. Excellent oral and written communication skills.
ii. Excellent Computer Skills.
iii. Demonstrated relationship management skills, including proven listening skills and sound
business judgment.
iv. Ability to provide leadership and resolve conflicts professionally.
v. Ability to communicate effectively and persuasively and work well under pressure.
vi. Ability to maintain effective working relationships in a diverse and multicultural
environment.
vii. Interpersonal skills, team spirit and positive working relationships.
viii. Takes responsibility for incorporating gender perspectives and ensure the equal
participation of women and men in all areas of work.
ix. Demonstrates knowledge of strategies and commitment to the goal of gender balance in
staffing.
x. Ability to bring innovative solutions in his/her area of operation as stipulated in section
1.2.1 of this advert.
xi. Knowledge and understanding of the purpose and objectives of the COMESA Treaty and
the COMESA Competition Regulations and Rules.
xii. Knowledge of the operations of the COMESA Competition Commission and the COMESA
regional integration agenda is highly recommended.
1.2.5. Working Language Requirement
Must be fluent in English and/or French and/or Arabic (speaking and writing). A combination of
any two or all of these languages will be an added advantage
