Job Summary
The Assistant HR and Admin Officer ensures support in managing human resources and administrative functions. This role ensures compliance with company policies, labour regulations and requirements while fostering a productive and safe work environment. The role requires strong organizational skills, attention to detail, and the ability to handle sensitive information in a fast-paced, high-pressure environment.
Key Responsibilities
1. Recruitment and Onboarding Support
o Assist in preparing job postings, screening applications, and coordinating interviews for various roles.
o Facilitate onboarding by preparing employment documentation (e.g., offers, contracts, qualifications, medical certificates) and conducting orientation sessions to familiarize new hires with company policies, organogram, protocols, and company culture.
o Ensure timely email activation and workstation setup for new employees.
2. Employee Records and Compliance
o Maintain accurate and confidential employee records, including attendance, leave, and disciplinary actions, in compliance with labour laws and company policies.
o Ensure all employees provide required documentation (e.g., NRC, CV, medical certificates) and update HR systems accordingly.
3. Attendance Management
o Ensure all staff adhere to attendance register by clocking in at entry and clocking out at exit.
o Ensure staff are familiar with and adhere to job cards and productivity is tracked 100%
4. Payroll and Benefits Administration
o Support payroll processing by verifying timesheets and attendance records for workers.
o Assist employees with benefits-related inquiries and escalate complex issues to the HR Officer or Accounts.
o Ensure payroll inputs are up to date and accurate for construction division.
5. Administrative Coordination
o Manage office operations, including ordering supplies, maintaining equipment, and ensuring a tidy and organized workspace.
o Schedule and coordinate meetings, including briefings and departmental discussions, and prepare agendas or minutes as needed.
6. Employee Relations and Support
o Act as the first point of contact for employee queries regarding HR policies, benefits, or workplace issues.
o Assist in resolving minor employee concerns and escalate complex issues to the HR Officer.
o Support the implementation of employee engagement initiatives, such as safety training or wellness programs, to enhance morale and retention.
7. Offboarding and Exit Processes
o Coordinate offboarding tasks, including collecting company property, deactivating email access, and preparing termination documentation.
o Conduct exit interviews using the provided form to gather feedback and identify areas for improvement.
Qualifications and Experience
- Diploma in Human Resource Management, Public Administration, Business Administration, or a related field from a recognized institution.
- Valid ZIHRM Practicing License.
Work Experience:
- Minimum of 2–3 years’ proven experience in Human Resources and Administration.
- Demonstrated experience in recruitment and onboarding processes.
- Experience handling attendance systems, leave management, and disciplinary documentation.
- Experience in a construction or fast-paced operational environment will be an added advantage.
- Familiarity with occupational health and safety regulations.
- Knowledge of employee contracts, probation management, termination procedures, and redundancy processes in line with Zambian labour laws.
Key Skills and Competencies:
- High level of integrity and ability to handle confidential information.
- Strong organizational and record-keeping skills.
- Attention to detail and accuracy in documentation and payroll inputs.
- Strong communication and interpersonal skills.
- Ability to work under pressure and meet deadlines.
- Proficiency in Microsoft Office (Word, Excel, Outlook) and HR/payroll systems.
