JOB DESCRIPTION

HR & ADMINISTRATIVE OFFICER

Position Title

HR & Administrative Officer

Department

Human Resources & Administration

Reports To

Head of Administration / Managing Director

Duty Station

Head Office (with travel to branches and project sites where required)

JOB PURPOSE

The Human Resources & Administrative Officer is responsible for supporting the organization in all aspects of Human Resource Management and Administration. The role ensures compliance with labour legislation and company policies while promoting efficient HR processes, employee engagement, effective office administration, and operational excellence.

The position supports recruitment, payroll administration, employee relations, training, performance management, records management, compliance, procurement coordination, and general office administration.

KEY RESPONSIBILITIES

A. Human Resource Management

Recruitment & Selection

Coordinate recruitment and selection processes.
Prepare and advertise vacancies.
Screen applications and prepare interview schedules.
Coordinate interviews and reference checks.
Prepare employment contracts and appointment letters.
Conduct employee onboarding and induction.
Maintain recruitment records and databases.

Employee Records

Maintain accurate employee personnel files.
Ensure employee records remain confidential.
Update HR Information Systems.
Prepare employment confirmations.
Process transfers, promotions and contract renewals.
Maintain leave records and employee databases.

Payroll Administration

Prepare monthly payroll inputs.
Verify attendance and time sheets.
Process overtime, allowances and deductions.
Ensure statutory deductions are correctly applied.
Liaise with Finance regarding payroll processing.
Prepare payroll reports.
Reconcile payroll-related information.

Time & Attendance Management

Monitor attendance systems.
Ensure employees clock in and out.
Follow up attendance anomalies.
Prepare monthly attendance reports.
Verify branch attendance submissions.

Employee Relations

Provide first-line HR support.
Handle employee grievances.
Conduct disciplinary procedures.
Assist with investigations.
Promote positive employee relations.
Ensure compliance with company disciplinary procedures.

Performance Management

Coordinate performance appraisal processes.
Track employee performance reviews.
Monitor probation periods.
Prepare performance reports.
Support implementation of improvement plans.

Learning & Development

Identify training needs.
Coordinate internal and external training.
Maintain training records.
Evaluate training effectiveness.
Coordinate staff development programmes.

HR Compliance

Ensure compliance with labour laws.
Ensure compliance with company HR policies.
Maintain HR legal documentation.
Coordinate labour inspections where applicable.
Support internal and external audits.

B. Administration

Office Administration

Manage office operations.
Maintain office supplies.
Coordinate procurement requests.
Manage office assets.
Coordinate repairs and maintenance.
Ensure office cleanliness.
Coordinate security services.
Manage reception support where applicable.

Fleet & Logistics

Coordinate company vehicles.
Monitor vehicle servicing.
Maintain vehicle records.
Coordinate fuel usage reports.
Ensure valid insurance and licences.

Asset Management

Maintain company asset registers.
Coordinate annual asset verification.
Monitor movement of company assets.
Ensure proper tagging of assets.
Coordinate disposal processes.

Procurement Support

Raise purchase requisitions.
Obtain quotations.
Follow procurement procedures.
Coordinate supplier communication.
Monitor deliveries.

Branch Administration

Support branch administrative activities.
Coordinate communication between Head Office and branches.
Monitor compliance with administrative procedures.
Assist branch managers where necessary.

C. Policy & Compliance

Ensure implementation of HR policies.
Ensure adherence to company procedures.
Maintain confidentiality.
Promote ethical conduct.
Assist in policy reviews.
Prepare HR reports for management.

D. Employee Welfare

Coordinate employee welfare initiatives.
Support wellness programmes.
Coordinate medical schemes.
Coordinate staff events.
Promote employee engagement.

E. Reporting

Prepare and submit periodic reports including:

Monthly HR Report
Recruitment Report
Staff Turnover Report
Attendance Report
Leave Report
Payroll Summary
Training Report
Disciplinary Report
Employee Headcount Report
Administration Report

KEY PERFORMANCE INDICATORS (KPIs)

Recruitment turnaround time.
Employee retention rate.
Payroll accuracy.
Attendance compliance.
Leave administration accuracy.
Training completion rate.
Employee satisfaction.
HR audit compliance.
Personnel file completeness.
Office administration efficiency.
Asset accountability.
Policy compliance.

MINIMUM QUALIFICATIONS

Bachelor's Degree in Human Resource Management, Business Administration, Public Administration or a related field.
Professional HR qualification (ZHRI Membership or equivalent) is an added advantage.
Membership with the Zambia Institute of Human Resource Management (ZIHRM) is preferred where applicable.

EXPERIENCE

Minimum of 3–5 years experience in Human Resources and Administration.
Experience in payroll processing.
Experience with labour law compliance.
Experience handling recruitment.
Experience in employee relations.
Experience with HR Information Systems.
Experience in administration and office management.

TECHNICAL COMPETENCIES

Human Resource Management
Payroll Administration
Labour Law
Performance Management
Recruitment & Selection
Employee Relations
Office Administration
Procurement Procedures
Report Writing
HR Information Systems
Microsoft Excel (Advanced)
Microsoft Word
Microsoft Outlook
PowerPoint
Records Management

BEHAVIOURAL COMPETENCIES

High integrity
Professionalism
Excellent communication skills
Strong interpersonal skills
Leadership potential
Confidentiality
Problem-solving ability
Analytical thinking
Time management
Planning and organisation
Attention to detail
Ability to multitask
Team player
Customer service orientation
Conflict resolution skills

WORKING CONDITIONS

Office-based with occasional travel to company branches and project sites.
May be required to work outside normal office hours during payroll processing, recruitment exercises, audits, or major HR projects.

AUTHORITY LEVEL

The HR & Administrative Officer has authority to:

Coordinate recruitment activities.
Maintain employee records.
Verify payroll inputs.
Recommend HR process improvements.
Coordinate administrative services.
Liaise with external service providers.
Recommend disciplinary and performance management actions in line with company policy.

KEY WORKING RELATIONSHIPS

Internal

Managing Director
Finance Department
Department Heads
Branch Managers
All Employees
Procurement Department
Stores and Warehouse

External

Labour Office
National Pension Scheme Authority (NAPSA)
Zambia Revenue Authority (ZRA)
Workers Compensation Fund Control Board
Medical Service Providers
Insurance Companies
Recruitment Agencies
Training Institutions
Government Regulatory Bodies

SUCCESS FACTORS

A successful HR & Administrative Officer will:

Maintain complete HR compliance.
Deliver accurate and timely payroll support.
Recruit high-quality talent efficiently.
Foster positive employee relations.
Ensure effective office administration.
Safeguard confidential employee information.
Support management with accurate HR reporting.
Drive continuous improvement in HR and administrative processes.

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