People and Culture Officer

POSITION OVERVIEW:

ESSENTIAL DUTIES:

People Management

• Ensuring the provision of staff activities that build healthy work relationships;
• Support in administration and help respond to Employee Engagement Surveys so that there is ongoing improvement in scores;
• Developing, recommending and implementing local HR policies and procedures that support the Hospital goals and improve employee engagement;
• Scheduling management conferences with employees; hearing and resolving employee grievances; counseling employees and supervisors;
• Participating in recruitment process and orientation of new hire, this includes posting job interviews, scheduling job interviews, assisting in interview process, ensuring background and reference checks, preparing new co-workers files and schedule and coordinates new co-workers orientation to the BCIHM set up;
• Assisting line managers and co-workers to identify and respond to performance, disciplinary and conduct issues;
• Facilitating the process of Performance Management Review; 
• Assisting with talent assessment and labor relations including negotiations and administering employment contracts/agreements;

• Facilitating employee personal development plans and manage the process for setting and tracking measurable Key Results Areas to drive growth and performance; 
• Drafting and updating job descriptions, working with Head of departments on information required for new recruits and employees transitioned to new positions;

• Reinforcing HR policies and procedures that support the hospital’s  goals, improve employee engagement and conducting disciplinary hearings with regard to hospital’s Code of Conduct.

HR Administration and Communication

• Supporting the off-boarding process of employees ensuring all necessary paperwork and clearance procedures are completed accurately;
• Support in preparation of offer letters and other relevant documents such as employee handbooks, hospital policies, and job description for new recruits;

• Collaborating with department heads to design and implement recognition and appreciation programs that acknowledge and reward team members’ contributions and achievements;

• Assisting with preparation and submission of visa and work permit application, and medical and nursing council registration processes for expatriates; 
• Assisting with registration processes of all professional council documentation for BCIH staff including Medical Council, Nursing Council, and Accounting and other regulatory bodies.  
• Overseeing local logistical arrangements for all guests, working with logistics, hospitality and accommodation venders to ensure seamless and efficient experiences;
• Managing the communication from and to co-workers by ensuring that there is open communication and key messages are effectively given to co-workers;
• Ensuring monthly reports are submitted to P & C Director on departmental goals and progress.
• Facilitating documentation and preparation of employees reaching retirement, providing support and guidance throughout the process;
• Supporting departmental quality standards initiatives and foster a culture of quality and Safety by promoting best practices, ensuring compliance and collaborating with teams to drive continuous improvement.

Record Maintenance

• Maintaining current HR files and databases, ensuring employee benefits, employment status, and records related to grievances, performance reviews, probationary period, contract renewal dates and disciplinary actions or similar records are updated;
• Performing file audits to ensure that all required employee documentation is collected and maintained;
• Keeping Expatriates Employment Permit database current and in advance assisting expatriates with renewals and any immigration matters to include but not limited to filing letters and communicating with Immigration office.
• Assist in compiling documentation and information  for preparation of payroll to ensure accurate employee remuneration and benefits data and assisting in payroll/benefit-related reconciliations;
• In-charge of all co-worker related communication and announcements on official platforms ensuring timely and effective dissemination of information;
• Assist in medical insurance records and enrollment, submitting updated lists to Accounts office for timely deductions and payments;

Employee Training and development

• Ensure training and credentials are verified and updated;
• Assist in the coordination of workshops, training and employee events;
• Providing Support in onboarding of new co-workers to the BCHIM set up (setting up a designated log-in, workstation, email address, etc.) and schedule and coordinate new employee orientation process;
• Support in the administration of annual training plans and implementation and facilitate one on one meetings with Heads of Departments to evaluate training effectiveness;
• Design and facilitate employee team-building activities, social events and wellness initiatives to foster a positive and inclusive work environment;

Labor Relations

• Complies with all local legislative requirements.
• Ensure adherence to Hospital’s policies and procedures and Code of Conduct.
• Where appropriate keeps up to date with legislative requirements through membership of industry organizations.
• Ensures personal adherence to workplace health and safety requirements and either addresses or bring to management’s attention when others are in breach of these requirements.
• Keeping up to date with changes in employment law and support implementation of these changes
• Collaborate with hospital lawyers in employee litigations and represent the organization in court proceedings.

EDUCATION/EXPERIENCE REQUIREMENTS:

1. Bachelor’s degree in Human Resources Management.
2. 7 years working experience, of which 2 should be at supervisory level. 
3. Experience working in a healthcare setting is an added advantage. 

KNOWLEDGE, SKILLS & ABILITIES:

1. Strong knowledge of HR policies, procedures, and regulations.

2. Experience with recruitment, talent management, and employee relations.

3. Ability to process expatriate work permits and relevant documentation.

4. Experience designing and implementing staff wellness activities.

5. Familiarity with medical and nursing council registration processes

6. Excellent communication, organizational, and interpersonal skills

7. Ability to maintain confidentiality and handle sensitive information

Competence:

1. Attention To Details. Able to be alert in a high-risk environment; follow detailed procedures and ensure accuracy in documentation and data; carefully monitor processes; concentrate on routine work details, and organize and maintain a system of records.
2. Communication Skills. Able to clearly present information through the spoken or written word; read and interpret complex information; listen well.
3. Decision Making & Problem Solving. Able to take action in solving problems while exhibiting judgment and a realistic understanding of issues: able to use reason, even when dealing with emotional topics; review facts and weigh options.
4. Integrity. Able to be tactful, maintain confidences, and foster an ethical work environment; prevent inappropriate behavior by co-workers; give proper credit to others; handle all situations honestly.
5. Policies, Process, and Procedures. Able to act in accordance with established guidelines; follow standard procedures in crisis situations; communicate and enforce organizational policies and procedures; recognize and constructively conform to unwritten rules or practices.
6. Team Work. Able to share due credit with co-workers; display enthusiasm and promote a friendly group working environment; work closely with other departments as necessary; support group decisions and solicit opinions from co-workers; display team spirit.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those a co-worker encounters while performing the essential functions of this position. The co-worker must perform all duties in conformance to appropriate safety and security standards.

The noise level in the work environment is usually low.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by a co-worker to perform the essential duties of this position successfully.

1. While performing the duties of this position, the co-worker is required to:
   1. Frequently; sit, use fine finger dexterity, talk, and hear.
   2. Occasionally; stand, walk, reach with hands and arms.
2. The co-worker must perform all duties in conformance to appropriate safety and security standards.

REASONABLE ACCOMMODATIONS

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

SUBMISSION OF APPLICATION

Interested individuals are requested to submit applications as soon as possible. Application for this position will be reviewed on rolling basis, as such we will close this advert when we are in receipt of sufficient applicants.

Only Online applications through our webpage will be considered. 

Beit-CURE Hospital Malawi is a Christian mission hospital that provides free orthopedic as well as plastic and reconstructive surgeries for children with correctable physical disabilities in Malawi. The integral mission for BCHM is “Healing the sick and proclaiming the Kingdom of God“