Living Water International Zambia Country Office

RE-ADVERTISED

JOB ADVERT – HUMAN RESOURCE & ADMIN OFFICER

Living Water International (LWI) is a global Non-Governmental Organization that exists to demonstrate the love of God by helping communities acquire desperately needed clean water, and experience “living water” (the gospel of Jesus Christ) which alone satisfies the deepest thirst. Living Water provides safe drinking water, Christian Witness, Sanitation and Hygiene Education to communities across Africa, Asia, Latin America & Carribbean.

The following vacancy exists at Living Water International, in Petauke.

HUMAN RESOURCE & ADMIN OFFICER

Department/Unit: Human Resources & Administration

Duty Station: LWI PROJECT Office, Petauke, Zambia

Position Type: Full-Time

Reports to: Project Manager

Dotted Line: Human Resources Manager

THE OPPORTUNITY

Living Water International (LWI) is seeking a suitably qualified, experienced, and committed Christian professional to fill the position of Human Resource & Admin Officer.

The Human Resource & Admin Officer will provide effective and professional Human Resources and Administration support to the PROJECT office, ensuring that people, systems, facilities, and administrative processes are managed efficiently and in accordance with LWI policies, procedures, Christian values, and applicable Zambian labour and regulatory requirements.

The position will serve as the primary HR and Administration focal point for the PROJECT and will support managers and staff across the employee lifecycle—from workforce planning, recruitment and onboarding through performance management, staff development, employee relations, benefits administration, payroll support, staff wellbeing, and separation.

On the Administration side, the Officer will ensure effective office operations, facilities management, travel and logistical coordination, fleet and asset administration, utilities, leases, office services, and general administrative support. The position will also supervise designated administrative staff and ensure that the PROJECT maintains a safe, professional, efficient, and conducive working environment.

The successful candidate will be expected to demonstrate strong integrity, professionalism, confidentiality, initiative, people-management skills, and a commitment to LWI's Christian mission and values.

KEY RESPONSIBILITIES

1. HUMAN RESOURCE MANAGEMENT

Serve as the HR focal point for the PROJECT and provide timely and professional HR support to staff and management.
Implement LWI HR policies, procedures, systems, and practices and ensure compliance across the PROJECT.
Maintain accurate and confidential personnel files, both hard and electronic, and ensure that all required employee documentation is complete and up to date.
Manage the employee lifecycle, including appointments, contracts, probation, confirmation, transfers, promotions, leave, benefits, resignations, terminations, exit processes, and employment documentation.
Respond to staff HR-related queries and provide appropriate advice, guidance, and support.
Support the Project Manager and line managers in handling employee relations, grievances, disciplinary matters, workplace conflicts, and other personnel issues.
Maintain strict confidentiality in all employee relations and personnel matters.
Monitor staff attendance, leave, morale, wellbeing, and general employee engagement and escalate significant concerns to management.
Support staff welfare initiatives and promote a positive, respectful, and professional working environment.
Conduct or coordinate exit interviews and identify issues that may affect staff retention, morale, or performance.
Advise the Project Manager on staffing requirements, workforce planning, organizational structures, and emerging HR needs.
Support management in ensuring that the PROJECT has appropriate staffing levels, competencies, and skills to achieve programme objectives.

2. RECRUITMENT, PLACEMENT AND ONBOARDING

Coordinate recruitment and placement processes in accordance with LWI policies and approved recruitment procedures.
Work with hiring managers to develop and review job descriptions, job profiles, vacancy advertisements, interview schedules, and selection documentation.
Coordinate candidate screening, shortlisting, interviews, reference checks, and other pre-employment processes.
Coordinate employment offers, contracts, appointment documentation, and related recruitment processes.
Ensure recruitment processes are transparent, fair, timely, properly documented, and compliant with applicable labour requirements.
Coordinate onboarding and induction of new staff and ensure that new employees understand LWI's mission, vision, Christian values, policies, Code of Conduct, safeguarding requirements, and PROJECT procedures.
Monitor probation periods and ensure probation assessments are completed on time.
Maintain an updated staffing establishment and provide management with regular updates on vacancies, appointments, staff movements, and anticipated staffing needs.
Coordinate recruitment and engagement of consultants where required, including preparation and administration of consultancy documentation and contracts.

3. PERFORMANCE MANAGEMENT AND STAFF DEVELOPMENT

Support the implementation of LWI's performance management system at the PROJECT.
Ensure staff and managers understand performance expectations, objectives, review processes, and timelines.
Monitor completion of annual performance objectives, reviews, probation assessments, and other performance-management requirements.
Support line managers in addressing performance gaps through coaching, development plans, performance improvement measures, and appropriate follow-up.
Identify staff training and professional development needs in consultation with managers and employees.
Coordinate staff training, orientation, team-building, learning, and capacity-building activities.
Maintain accurate records of staff development and training.
Promote continuous learning, professional growth, accountability, and high performance.

4. STAFF WELFARE, BENEFITS AND EMPLOYEE RELATIONS

Coordinate the administration of staff benefits and entitlements in accordance with LWI policies.
Maintain accurate records of employee benefits, allowances, leave, and other staff entitlements.
Respond to staff queries relating to benefits and escalate complex matters to the Human Resources Manager.
Support staff welfare and wellbeing initiatives at the PROJECT.
Monitor staff morale and provide appropriate first-line HR support.
Facilitate staff engagement, communication, team-building, recognition, and wellbeing activities.
Support the resolution of grievances and workplace conflicts in a fair, timely, and confidential manner.
Ensure disciplinary matters are handled in accordance with LWI policies and Zambian labour legislation.
Support management in maintaining a positive and healthy organizational culture.

5. HR SYSTEMS, RECORDS AND REPORTING

Maintain accurate and timely employee information in the LWI Human Resources Information System (HRIS) and other approved HR trackers.
Ensure staff information, leave, attendance, contracts, recruitment status, staff movements, and other HR data are regularly updated.
Maintain secure and confidential HR records in accordance with LWI requirements.
Prepare accurate monthly HR reports for the Project Manager and Human Resources Manager.
Provide HR data required for budgeting, workforce planning, audits, management decisions, and organizational reporting.
Monitor HR compliance and proactively identify risks, gaps, and areas requiring management attention.
Ensure all HR documentation is properly filed and readily accessible for authorized internal and external reviews.

6. PAYROLL AND COMPENSATION ADMINISTRATION

Participate in payroll administration and ensure timely submission of accurate payroll inputs and supporting documentation.
Coordinate submission of information relating to new appointments, staff changes, promotions, transfers, leave, salary adjustments, resignations, and terminations.
Maintain accurate and confidential payroll-supporting records.
Support the administration of staff benefits, allowances, deductions, and other employee entitlements.
Respond to staff payroll and benefits queries and coordinate their resolution with Finance and HR.
Support the preparation and monitoring of the annual PROJECT HR budget.
Ensure HR-related activities and staff development requirements are appropriately incorporated into the PROJECT budget.

7. LABOUR LAW, POLICY AND COMPLIANCE

Maintain a sound working knowledge of Zambian labour laws and regulations affecting employment and HR practices.
Keep abreast of relevant changes in labour legislation and advise the Project Manager and Human Resources Manager on implications for LWI.
Ensure HR practices at the PROJECT remain compliant with applicable legislation and LWI policies.
Support the implementation, review, and updating of HR policies, procedures, job profiles, organizational structures, and related HR systems.
Ensure proper administration of employment contracts, disciplinary processes, grievances, leave, benefits, and staff separation.
Promote staff awareness and compliance with LWI policies relating to the Code of Conduct, safeguarding, prevention of harassment, equal opportunity, health and safety, and professional conduct.
Escalate complex employment or legal matters to the Human Resources Manager.

ADMINISTRATION RESPONSIBILITIES

8. GENERAL ADMINISTRATION AND OFFICE MANAGEMENT

Coordinate day-to-day administrative operations of the PROJECT and ensure efficient delivery of administrative services.
Support the development and implementation of administrative policies, systems, procedures, goals, and objectives.
Ensure administrative activities are implemented in accordance with LWI policies, approved budgets, and applicable regulatory requirements.
Maintain accurate administrative records, contracts, service agreements, leases, and related documentation.
Prepare and monitor the PROJECT administrative budget in collaboration with the Project Manager and relevant departments.
Supervise the Administrative Assistant and provide direction, coaching, mentoring, performance feedback, and support.
Develop clear work schedules and responsibilities for administrative staff and monitor completion of assigned tasks.
Conduct performance reviews for directly supervised administrative staff in accordance with LWI's performance management system.

9. FACILITIES, OFFICE SERVICES AND SECURITY

Oversee the cleanliness, maintenance, functionality, and general appearance of the PROJECT office premises.
Coordinate office cleaning, maintenance, repairs, and other external service contracts.
Ensure the office provides a safe, secure, professional, and conducive working environment.
Coordinate timely payment and availability of utilities and essential office services, including electricity, water, internet, telephone, airtime, and data bundles.
Ensure office supplies and essential services are available when required.
Support compliance with workplace health, safety, security, and environmental requirements.
Identify facility-related risks and recommend appropriate corrective measures.
Ensure appropriate arrangements are in place for the safety and security of staff, visitors, assets, and office premises.

10. TRAVEL, VISITORS AND LOGISTICS

Coordinate travel arrangements for staff, management, consultants, and approved visitors, including flights, accommodation, and ground transportation.
Provide logistical support for local and international visitors travelling to the PROJECT.
Coordinate logistics for meetings, workshops, training events, staff gatherings, and other organizational activities.
Ensure travel and logistical arrangements are cost-effective and comply with LWI policies.
Coordinate accommodation, transport, workspace, and other logistical requirements for consultants and visitors.
Liaise with relevant departments to ensure timely and effective delivery of logistical support.

11. FLEET, ASSETS AND STORES SUPPORT

Support the management and administration of the PROJECT fleet in coordination with relevant administrative and programme staff.
Assist in planning and coordinating transport requirements for staff and programme activities.
Ensure vehicles are maintained according to approved preventive maintenance schedules.
Maintain appropriate vehicle records and ensure that vehicle-related documentation is current.
Collaborate with Finance and relevant departments to ensure that the PROJECT asset register is accurate and regularly updated.
Support proper custody, tracking, utilization, and accountability of office assets and equipment.
Facilitate receipt and collection of shipments, courier packages, and procured items.
Ensure received items are properly documented and recorded in the appropriate stores or asset records.

12. LEASES, CONTRACTS AND SERVICE PROVIDERS

Coordinate administration of office, staff accommodation, and other relevant lease agreements.
Maintain an up-to-date register of leases, service contracts, and administrative agreements.
Monitor contract and lease expiry dates and initiate timely renewals or termination processes.
Ensure relevant contracts are reviewed and approved in accordance with LWI policies and delegated authorities.
Liaise with service providers and contractors to ensure satisfactory delivery of services.
Monitor administrative service providers and escalate performance concerns to management.

13. REPORTING, RISK MANAGEMENT AND OTHER DUTIES

Prepare and submit timely monthly HR and Administration reports to the Project Manager and Human Resources Manager.
Provide management with accurate information on staffing, recruitment, employee relations, attendance, leave, HR compliance, administration, facilities, fleet, and other relevant matters.
Identify HR and administrative risks and recommend practical mitigation measures.
Support internal and external audits by providing authorized HR and administrative documentation.
Participate in staff, management, and departmental meetings as required.
Maintain professional confidentiality and integrity in all HR and administrative matters.
Support LWI's fraud prevention, safeguarding, Code of Conduct, health and safety, and other organizational compliance requirements.
Undertake any other duties and assignments reasonably related to the position as directed by the Project Manager or Human Resources Manager.

EDUCATION AND EXPERIENCE

The successful candidate should possess:

A Bachelor's Degree in Human Resources, Business Administration, Management, Public Administration, Industrial Relations, or a related field.
At least 5 years of progressive experience in Human Resources and Administration, preferably within an international NGO, faith-based organization, development organization, or similar environment.
Membership of the Zambia Institute of Human Resource Management (ZIHRM) with a valid practising licence is required.
Demonstrated experience in recruitment, employee relations, onboarding, performance management, staff welfare, HR administration, and payroll support.
Demonstrated experience maintaining confidential HR and administrative records.
Experience supervising administrative staff and coordinating office operations.
Experience in facilities, fleet, logistics, asset, lease, and general office management is an advantage.
Experience working in an international NGO or faith-based organization is strongly preferred.

KNOWLEDGE, SKILLS AND COMPETENCIES

The successful candidate will demonstrate:

A committed Christian faith and a personal relationship with Jesus Christ, with the ability to support and model LWI's Christian mission, vision, and values.
Good working knowledge of Zambian labour laws, employment regulations, HR policies, and practices.
Strong understanding of the employee lifecycle, including recruitment, onboarding, performance management, employee relations, staff development, benefits, and separation.
Strong recruitment experience, including competency-based interviewing and candidate selection.
Strong interpersonal, communication, counselling, and relationship-management skills.
Ability to provide sound HR advice and support to staff and managers while maintaining confidentiality.
Strong organizational, planning, coordination, and time-management skills.
Ability to take initiative, work independently, and manage competing priorities with minimal supervision.
Strong problem-solving and decision-making abilities.
Good supervisory, coaching, mentoring, and people-management skills.
Ability to develop and implement HR and administrative systems, procedures, job profiles, policies, and organizational structures.
Strong computer literacy, including proficiency in Microsoft Word, Excel, Outlook, and other relevant HR/administrative systems.
Ability to prepare accurate HR and administrative reports and maintain reliable databases and trackers.
Ability to work collaboratively with Finance, Procurement, Programme, Operations, and other teams.
High level of integrity, professionalism, accountability, discretion, and attention to detail.
Demonstrated commitment to staff wellbeing, safeguarding, professional conduct, and organizational accountability.
Excellent written and verbal English communication skills.

APPLICATION PROCEDURE

Interested candidates should send their application letter with not more than four pages detailed updated Curriculum Vitae to:

The Human Resources Manager

Living Water International

No. 19 Warthog Street

Kabulonga

Lusaka

· Do not send copies of your qualifications at this stage.

· The position applied for should be clearly indicated in the subject line of your email when sending in your application.

· Submit applications to Zambia.Jobs@water.cc or hand delivered to the physical addresses indicated above for Lusaka. Please do not submit emailed applications to any other email address apart from what has been provided above. Any application submitted through a different email address shall not be considered.

· The deadline for receipt of application letters is Wednesday, 7^th October 2026 at 23:59 hours, Zambian time.

· Interested candidates should have own accommodation in Petauke.

Please Note

LWI Zambia is an equal opportunity employer, and therefore qualified females are encouraged to apply.
All documents submitted will not be returned and are subject to authenticity and background checks.
A recommendation from your local pastor / church leader will be an added advantage.
ONLY shortlisted candidates shall be contacted.
You are free to visit the website: www.water.cc for more information about the activities of Living Water International.
ONLY Applicants that STRICTLY meet the qualifications and person specifications should apply.

Living Water International

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