1. Job Purpose
The HR Officer is responsible for providing comprehensive HR support across recruitment, onboarding, employee relations, performance management, payroll administration, training coordination, and compliance with Zambian labour laws. The role ensures the proper implementation of HR policies, procedures, and systems to support employee engagement, organisational performance, and regulatory compliance.
2. Key Responsibilities
A. Recruitment & Selection
- Coordinate end-to-end recruitment processes, including job adverts, shortlisting, scheduling interviews, and reference checks.
- Prepare offer letters, employment contracts, probation documents, and induction packs.
- Maintain a recruitment database and ensure all hires meet company standards and Zambian labour requirements.
B. Onboarding & Employee Records
- Facilitate new employee orientation and induction programmes.
- Create, update, and maintain employee personal files, ensuring all documents are current and compliant.
- Ensure timely capturing of new employees into HRIS, payroll systems, and organisational structures.
C. Payroll & HR Administration
- Assist with monthly payroll preparation by submitting attendance records, overtime, leave updates, and statutory deductions (NAPSA, NHIMA, ZRA).
- Coordinate employee benefits (medical insurance, gratuity schemes, pension, etc.).
- Prepare HR reports such as headcount, turnover analysis, leave balances, and disciplinary statistics.
D. Employee Relations & Compliance
- Ensure compliance with the Zambian Employment Code Act, Health & Safety Laws, and all statutory requirements.
- Manage employee relations by handling grievances, investigations, warnings, and conflict resolution.
- Support disciplinary processes and documentation, ensuring fairness and procedural compliance.
- Promote a positive work culture and act as a liaison between management and employees.
E. Performance Management
- Support the implementation of performance appraisal cycles (probation reviews, mid-year, and annual appraisals).
- Track performance improvement plans (PIPs) and ensure documentation is maintained.
- Work with department heads to identify high performers and succession planning needs.
F. Training & Development
- Identify training needs through performance reviews, skills audits, and departmental requests.
- Coordinate internal and external training sessions, workshops, and statutory compliance programmes.
- Maintain a training database and ensure post-training evaluations are completed.
G. HR Policies & Procedures
- Assist in drafting, implementing, and reviewing HR policies, SOPs, and employee handbooks.
- Ensure employees understand policies related to conduct, ethics, safety, attendance, and performance.
H. Health, Safety & Wellness
- Support health and safety programs, including risk assessments, safety meetings, and compliance with OSHA requirements.
- Coordinate wellness initiatives and employee support programmes.
- Liaise with insurance providers for workplace injuries, medical claims, and incident reporting.
I. HR Systems & Reporting
- Maintain HRIS and ensure accurate data entry and real-time updates.
- Produce HR metrics for management decision-making (turnover, absenteeism, leave usage, department needs, etc.).
- Support digital HR processes and continuous improvement initiatives.
3. Qualifications & Experience
- Degree in Human Resource Management, Public Administration, Business Administration, or related field.
- Member of the Zambia Institute of Human Resource Management (ZIHRM) – compulsory.
- Minimum 2–3 years’ experience in HR operations or generalist roles.
- Strong understanding of the Zambian Employment Code Act, 2019 and other relevant labour statutes.
- Experience with HRIS, payroll systems (e.g., Belina, HR Genie, Sage VIP), and Microsoft Office.
4. Competencies & Skills
- Strong communication and interpersonal skills.
- High integrity, confidentiality, and professionalism.
- Good conflict resolution and problem-solving abilities.
- Strong organisational and record-keeping skills.
- Ability to work under pressure and meet strict deadlines.
- Attention to detail and strong administrative discipline.
- Knowledge of HR best practices and labour laws.
5. Personal Attributes
- Self-motivated and proactive.
- Ethical, impartial, and trustworthy.
- Team player with strong work ethics.
- Approachable, empathetic, and employee-focused.
- Strong accountability and a sense of responsibility.
6. Key Performance Indicators (KPIs)
- Timeliness and accuracy of recruitment and onboarding processes.
- Compliance with statutory and internal policy requirements.
- Quality of HR records and reports.
- Reduction in employee grievances and improved engagement.
- Timely execution of payroll input and HR documentation.
- Effective management of disciplinary cases and employee relations.
- Successful coordination of training and performance management processes.
