JOB DESCRIPTION

HR & ADMINISTRATIVE OFFICER

Position Title

HR & Administrative Officer

Department

Human Resources & Administration

Reports To

Head of Administration / Managing Director

Duty Station

Head Office (with travel to branches and project sites where required)

JOB PURPOSE

The Human Resources & Administrative Officer is responsible for supporting the organization in all aspects of Human Resource Management and Administration. The role ensures compliance with labour legislation and company policies while promoting efficient HR processes, employee engagement, effective office administration, and operational excellence.

The position supports recruitment, payroll administration, employee relations, training, performance management, records management, compliance, procurement coordination, and general office administration.

KEY RESPONSIBILITIES

A. Human Resource Management

Recruitment & Selection

• Coordinate recruitment and selection processes.
• Prepare and advertise vacancies.
• Screen applications and prepare interview schedules.
• Coordinate interviews and reference checks.
• Prepare employment contracts and appointment letters.
• Conduct employee onboarding and induction.
• Maintain recruitment records and databases.

Employee Records

• Maintain accurate employee personnel files.
• Ensure employee records remain confidential.
• Update HR Information Systems.
• Prepare employment confirmations.
• Process transfers, promotions and contract renewals.
• Maintain leave records and employee databases.

Payroll Administration

• Prepare monthly payroll inputs.
• Verify attendance and time sheets.
• Process overtime, allowances and deductions.
• Ensure statutory deductions are correctly applied.
• Liaise with Finance regarding payroll processing.
• Prepare payroll reports.
• Reconcile payroll-related information.

Time & Attendance Management

• Monitor attendance systems.
• Ensure employees clock in and out.
• Follow up attendance anomalies.
• Prepare monthly attendance reports.
• Verify branch attendance submissions.

Employee Relations

• Provide first-line HR support.
• Handle employee grievances.
• Conduct disciplinary procedures.
• Assist with investigations.
• Promote positive employee relations.
• Ensure compliance with company disciplinary procedures.

Performance Management

• Coordinate performance appraisal processes.
• Track employee performance reviews.
• Monitor probation periods.
• Prepare performance reports.
• Support implementation of improvement plans.

Learning & Development

• Identify training needs.
• Coordinate internal and external training.
• Maintain training records.
• Evaluate training effectiveness.
• Coordinate staff development programmes.

HR Compliance

• Ensure compliance with labour laws.
• Ensure compliance with company HR policies.
• Maintain HR legal documentation.
• Coordinate labour inspections where applicable.
• Support internal and external audits.

B. Administration

Office Administration

• Manage office operations.
• Maintain office supplies.
• Coordinate procurement requests.
• Manage office assets.
• Coordinate repairs and maintenance.
• Ensure office cleanliness.
• Coordinate security services.
• Manage reception support where applicable.

Fleet & Logistics

• Coordinate company vehicles.
• Monitor vehicle servicing.
• Maintain vehicle records.
• Coordinate fuel usage reports.
• Ensure valid insurance and licences.

Asset Management

• Maintain company asset registers.
• Coordinate annual asset verification.
• Monitor movement of company assets.
• Ensure proper tagging of assets.
• Coordinate disposal processes.

Procurement Support

• Raise purchase requisitions.
• Obtain quotations.
• Follow procurement procedures.
• Coordinate supplier communication.
• Monitor deliveries.

Branch Administration

• Support branch administrative activities.
• Coordinate communication between Head Office and branches.
• Monitor compliance with administrative procedures.
• Assist branch managers where necessary.

C. Policy & Compliance

• Ensure implementation of HR policies.
• Ensure adherence to company procedures.
• Maintain confidentiality.
• Promote ethical conduct.
• Assist in policy reviews.
• Prepare HR reports for management.

D. Employee Welfare

• Coordinate employee welfare initiatives.
• Support wellness programmes.
• Coordinate medical schemes.
• Coordinate staff events.
• Promote employee engagement.

E. Reporting

Prepare and submit periodic reports including:

• Monthly HR Report
• Recruitment Report
• Staff Turnover Report
• Attendance Report
• Leave Report
• Payroll Summary
• Training Report
• Disciplinary Report
• Employee Headcount Report
• Administration Report

KEY PERFORMANCE INDICATORS (KPIs)

• Recruitment turnaround time.
• Employee retention rate.
• Payroll accuracy.
• Attendance compliance.
• Leave administration accuracy.
• Training completion rate.
• Employee satisfaction.
• HR audit compliance.
• Personnel file completeness.
• Office administration efficiency.
• Asset accountability.
• Policy compliance.

MINIMUM QUALIFICATIONS

• Bachelor's Degree in Human Resource Management, Business Administration, Public Administration or a related field.
• Professional HR qualification (ZHRI Membership or equivalent) is an added advantage.
• Membership with the Zambia Institute of Human Resource Management (ZIHRM) is preferred where applicable.

EXPERIENCE

• Minimum of 3–5 years experience in Human Resources and Administration.
• Experience in payroll processing.
• Experience with labour law compliance.
• Experience handling recruitment.
• Experience in employee relations.
• Experience with HR Information Systems.
• Experience in administration and office management.

TECHNICAL COMPETENCIES

• Human Resource Management
• Payroll Administration
• Labour Law
• Performance Management
• Recruitment & Selection
• Employee Relations
• Office Administration
• Procurement Procedures
• Report Writing
• HR Information Systems
• Microsoft Excel (Advanced)
• Microsoft Word
• Microsoft Outlook
• PowerPoint
• Records Management

BEHAVIOURAL COMPETENCIES

• High integrity
• Professionalism
• Excellent communication skills
• Strong interpersonal skills
• Leadership potential
• Confidentiality
• Problem-solving ability
• Analytical thinking
• Time management
• Planning and organisation
• Attention to detail
• Ability to multitask
• Team player
• Customer service orientation
• Conflict resolution skills

WORKING CONDITIONS

• Office-based with occasional travel to company branches and project sites.
• May be required to work outside normal office hours during payroll processing, recruitment exercises, audits, or major HR projects.

AUTHORITY LEVEL

The HR & Administrative Officer has authority to:

• Coordinate recruitment activities.
• Maintain employee records.
• Verify payroll inputs.
• Recommend HR process improvements.
• Coordinate administrative services.
• Liaise with external service providers.
• Recommend disciplinary and performance management actions in line with company policy.

KEY WORKING RELATIONSHIPS

Internal

• Managing Director
• Finance Department
• Department Heads
• Branch Managers
• All Employees
• Procurement Department
• Stores and Warehouse

External

• Labour Office
• National Pension Scheme Authority (NAPSA)
• Zambia Revenue Authority (ZRA)
• Workers Compensation Fund Control Board
• Medical Service Providers
• Insurance Companies
• Recruitment Agencies
• Training Institutions
• Government Regulatory Bodies

SUCCESS

A successful HR & Administrative Officer will:

• Maintain complete HR compliance.
• Deliver accurate and timely payroll support.
• Recruit high-quality talent efficiently.
• Foster positive employee relations.
• Ensure effective office administration.
• Safeguard confidential employee information.
• Support management with accurate HR reporting.
• Drive continuous improvement in HR and administrative processes.