Role Description
The HR Training and Development Officer plays a dual role, combining core HR administration with strategic training management. Additionally, they lead staff training initiatives to align development programs with organizational goals. Upholding professionalism and confidentiality, the officer ensures compliance with MBHS policies while fostering a supportive work environment.
Educational Requirements
- University Degree in Human Resource Management /Public Administration/ Business Administration or any related social science.
- Must be registered with the Zambian Institute of Human Resource Management (ZIHRM) and maintain a valid practicing license.
Key Accountabilities
- Ensure that MBHS standard operating policies and procedures related to Human Resources are read, understood and signed for compliance.
- Demonstrate ability to work competently within the HR team and assist the HR manager with day to day HR tasks and responsibilities.
- Be a point of contact on all human resource management related issues at the site.
- Must have detailed and working knowledge of the provisions of Zambian Labour Laws; internal and external industrial environment; best practice Human Resources policies, processes and strategies.
- Treat all staff, clients and visitors in a courteous and respectful manner and demonstrate good customer service at all times.
- Unconditional acceptance of the Mary Begg confidentiality agreement regarding patient/client information, staff information and all matters relating to Mary Begg business. Failure to comply will result in disciplinary action and/or dismissal from post. This duty lasts indefinitely and continues if you are no longer employed by Mary Begg.
Key Responsibilities - HR Duties
Reporting into the Senior Human Resource Officer, this role will be responsible for:
- Advise on HR policies, disciplinary and grievance procedures.
- Provide expert guidance on HR policies, ensuring compliance with labor laws and company standards.
- Support management and employees in resolving workplace conflicts through structured grievance and disciplinary procedures.
- Maintain accurate staff files including contracts, JDs, leave, benefits, and licensure.
- Ensure up-to-date and compliant record-keeping of employee documentation, including signed contracts and valid professional licenses.
- Regularly audit files to meet regulatory and company standards.
- Support recruitment, onboarding, and staff orientation.
- Assist in drafting job descriptions, posting vacancies, screening applicants, and scheduling interviews.
- Develop and implement onboarding plans to familiarize new hires with MBHS policies, culture, and expectations.
- Process and update HR databases (Locum tracker, expat tracker, staff contracts).
- Maintain accurate and up-to-date HR databases to track employee records, contracts, and expatriate work permits.
- Ensure digital and physical records are synchronized and regularly updated.
- Monitor sickness, absenteeism, leave, and appraisals.
- Track employee leave balances, ensuring compliance with company policy and labor laws.
- Maintain accurate records of employee performance appraisals and follow up on feedback implementation.
- Coordinate staff benefits and awards.
- Manage employee recognition programs by ensuring timely distribution of benefits and awards.
- Liaise with finance and procurement teams to process benefits efficiently.
- Liaise with regulatory bodies (HPCZ, NMCZ, ZAQA, ECZ, ZIHRM).
- Act as a point of contact between MBHS and regulatory bodies to ensure compliance with professional registration and accreditation requirements.
- Facilitate licensing renewals and maintain proper documentation.
- Organize team-building and staff welfare events.
- Plan and execute employee engagement activities that boost morale, teamwork, and overall job satisfaction.
- Coordinate logistics, budgeting, and scheduling for team-building initiatives.
- Support disciplinary hearings and terminations.
- Provide HR support in disciplinary processes, ensuring adherence to company policies and legal frameworks.
- Document proceedings and ensure fair and consistent enforcement of disciplinary actions.
Training
1. Training Needs Analysis
- Assist in conducting surveys and collecting data to identify training requirements (needs assessments), identifying skills gaps based on performance reviews, projected production processes, and organizational changes in consultation with department heads.
- Support the assessment of employees' skills, performance, and productivity to highlight areas needing improvement through
- targeted training programs to address identified needs.
2. Technical and Personal Development Training
- Facilitate the coordination of ongoing technical and personal development training sessions for staff.
- Assist in scheduling and logistics for training sessions.
- Organize training sessions, ensuring smooth execution by handling bookings, materials and instructor requirements.
- Facilitate travel arrangements and payments for employees attending external trainings, workshops and conferences.
- Organise Continuing Medical Education (CMEs) sessions across all MBHS locations and ensure that it is within the allocated budget.
- Ensure healthcare professionals receive ongoing education by scheduling CME sessions.
- Work with various medical experts to develop relevant content.
4. Training Program Enhancement
- Support the review and analysis of training programs.
- Provide input and feedback on improvements and new initiatives.
5. Training Program Planning
- Assist in planning and organizing training and staff development programs, including on-the-job training, meetings, conferences, and workshops.
- Ensure proper documentation and scheduling of programs.
- Evaluate training effectiveness and issue completion certificates.
- Collect feedback from trainees and measure training impact on performance.
- Issue certificates to employees upon successful completion of courses.
6. Trainer Mobilization
- Identify, liaise with and vet trainers and training vendors.
- Help coordinate the selection and oversight of internal and external training partners.
- Facilitate communication between trainers and the organization.
- Evaluate training providers to ensure quality and cost effectiveness.
- Maintain a database of approved vendors and trainers.
7. Performance Evaluation and Training Program Assessment
- Support in assessing the performance of trainers and evaluating training program effectiveness.
- Gather employee feedback and compile reports on training outcomes.
- Develop and implement the MBHS annual training strategy.
- Design and execute a training plan aligned with Organizational goals.
- Ensure training initiatives enhance employee performance and meet compliance requirements.
8. Employee Wellness and Engagement Initiatives
- Help administer employee wellness & engagement surveys.
- Assist in implementing strategies to improve employee well-being and satisfaction.
9. Budget Preparation and Management
- Aid in preparing and managing annual training budgets in collaboration with finance and the Training and Marketing Manager
- and relevant departmental heads.
- Support the tracking and efficient management of training resources.
- Develop cost-effective training solutions within budget constraints.
- Monitor expenditure and justify budget allocations to senior management.
10. Team Collaboration & Communication
- Work as a liaison between the Training and Marketing Manager and other departments.
- Maintain effective communication with team members, trainers, and management.
11. Celebrations and Commemorations
- Help in organizing and executing events and activities to celebrate milestones and employee achievements.
12. Technical Resource Management
- Assist in managing the technical infrastructure required for training development and delivery.
- Ensure training resources and tools are properly maintained and available for use.
13. Stakeholder Engagement
- Support engagement with regulatory bodies and key stakeholders such as GNC/HPCZ, ZMA.
- Help in maintaining compliance with training-related regulations and standards.
14. Sponsorships
- Manage training sponsorship and track academic progress
- Oversee applications for training sponsorships and ensure compliance with agreed upon terms and conditions.
- Track employee progress in academic and certification programs.
Professional
- Three years in a Human Resource or related position in a multinational organisation.
- Demonstrates effective teamwork with other members of the HR team and staff.
- Good communication skills -both written and oral.
- Service excellence and influencing skills.
- Track record of delivery of learning and development solutions.
- Effective coaching.
- Demonstrate ability to manage challenging staff in a professional manner.
- Proficient in MS Office (Word, Outlook and Excel).
Behavioural
- Excellent Judgement
- Critical thinking
- Problem Solving skills
- Strong Communication skills
- Service minded, time management and Quality care minded.
General
- Proficient in written and spoken English.
- Always adhere to the MBHS uniform policy and code of conduct.
- May be required to travel to other MBHS facilities as directed by the HR Manager.
- Must be honest, trustworthy and act with integrity at all times.
- No consumption of alcohol is allowed whilst on duty. Intake of alcohol while off duty is allowed but inebriation is forbidden in public.
Quality Management
- Ensure reports are produced from accurate and reliable information with a clear audit trail.
- Produces work of a standard that is acceptable to the HR Manager and the General Manager
