Executive Assistant – HR & Admin

Marie Stopes Zambia

Children by Choice not Chance

Marie Stopes Zambia (MSZ) is a marketing-focused, results-oriented social enterprise, which uses modern management and marketing techniques to provide family planning and reproductive healthcare. MSZ is part of the global network that is Marie Stopes International (MSI).  MSZ subscribes to the MSI goal and mission, which is to prevent unwanted births and to ensure the individual’s right to Children by Choice not Chance.

It is a role requirement that the job holder must fully comply with, promote and live MSI CORE VALUES:

  • Mission driven
  • Customer focused
  • Results orientated
  • Pioneering
  • Sustainable
  • People centered

MSZ seeks a talented individual with proven skills and experience to provide support in the various human resource and executive office functions, which include recruitment, staffing, training and development, performance monitoring and employee counselling; in order to build organizational capacity to deliver results

The Executive Assistant – HR & Admin is a mixture of HR, Admin and Executive Office support.

Key Responsibilities:

1. Human Resource Support

  • Provide assistance with writing job descriptions, and ensure that accurate job descriptions are in place
  • Administer HR-related documentation, such as offer letters, contracts of employment, leavers’ and pensions information
  • Ensure the relevant HR database is up to date, accurate and complies with relevant legislation
  • Provide assistance when conducting staff performance evaluations
  • Process employee requests for outside training while complying with policies and procedures
  • Be the point of contact for all HR-related queries

2. Recruitment

  • Organize staff recruitment and selection process in order to ensure a timely organized and comprehensive procedure is used to hire staff
  • Provide assistance with staff inductions and orientations
  • Assist in the recruitment process – i.e. liaise with recruitment agencies, set up interviews and issue relevant correspondence
  • Prepare notices and advertisements for vacant staff positions
  • Schedule and organize interviews
  • Conduct reference checks on possible candidates

3.  Payroll assistance and work related issues

  • Provide  assistance to staff and management on pay and benefits systems
  • Explain provisions of the salary policy, including per diem and performance based pay
  • Explain employment standards and legislation such as workers compensation and labour standards
  • Organize the transitional provisions of employee compensation, pay and benefits when positions are transferred or new positions are funded through
  • Prepare the monthly payroll reports using payroll system for processing of salaries

4. Governance

  • Ensure all Service Providers have valid practicing licenses on file and annual renewals are done on time
  • Ensure all staff are NAPSA registered

5. Executive Office

  • To ensure the smooth running of the executive office through the provision of high-level administrative support to the Country Director
  • Provide effective communication between team members and the Executive Office; draft regular internal staff communique
  • Provide a full range of confidential administrative services for Executive Team meetings
  • Participate in the planning and development of the annual Business Plan including setting the HR budget

Personal Attributes:

The Executive Assistant – HR & Admin must maintain confidentiality, use sound judgement and initiate and action work independently. He/she must demonstrate the following personal attributes:

  • Maintain standards of conduct
  • Be respectful
  • Possess cultural and political awareness and sensitivity
  • Be flexible
  • Demonstrate sound work ethics
  • Be consistent and fair
  • Must be pro-choice


The Executive Assistant – HR & Admin would normally attain the required knowledge, skills and abilities through completion of human resource development courses with:

  • Diploma level or equivalent experience in Human Resource, Business Administration
  • Must have 2 – 3 years’ experience in working in/ with national programs


  • Excellent interpersonal/communication skills – both oral and written
  • Must have strong attention to detail
  • Excellent administrative and organisational skills
  • Experience of providing first class administrative support within an HR Team
  • Experience of dealing with highly confidential data.
  • Ability to prioritise and manage multiple tasks to meet deadlines and work independently
  • Strong computer skills in all MS Office applications including Word, Excel, PowerPoint and proficiency with business machines including scanner, fax, printer and photocopier

Qualified applicants are encouraged to submit a CV and cover letter to [email protected] by no later than June 23rd, 2017. Ensure that you mention www.gozambiajobs.com as the source of this job advert.

Only shortlisted applicants will be contacted.

Sharing is caring! Click on the icons below to share with family and friends.