About Chalimbana University

Chalimbana University is a higher learning institution committed to providing quality education, research, innovation and community engagement. The University seeks to maintain an effective, motivated and professional workforce through sound human resource management and administration.

About the Role

Chalimbana University is inviting applications for the position of Human Resource Officer.

The successful candidate will be responsible for planning, coordinating and providing human resource and administrative services to the University's management, academic and non-academic staff.

The role will support effective workforce management by coordinating recruitment, employee relations, performance management, staff welfare, payroll administration, training and development, and compliance with relevant labour laws and institutional policies.

Key Responsibilities

1. Human Resource Planning and Policy Development

Prepare departmental work plans and contribute to the development and implementation of human resource policies, procedures and manuals.

Support the review and improvement of HR systems and administrative processes.

Ensure that human resource activities are conducted in accordance with institutional policies and applicable labour legislation.

2. Recruitment and Selection

Develop and coordinate staff recruitment plans.

Prepare and facilitate the publication of job advertisements.

Coordinate recruitment and selection processes.

Prepare appointment, probation and confirmation letters.

Support the effective placement and onboarding of new employees.

3. Staff Establishment and Employee Records

Participate in reviewing the University's organisational structure and staff establishment.

Work with Heads of Departments to develop and update job descriptions and job specifications.

Prepare and manage staff contracts.

Maintain accurate, up-to-date and confidential employee records.

4. Performance Management

Coordinate staff performance management and appraisal processes.

Support the development and implementation of performance improvement plans.

Monitor performance management activities and assist departments in addressing identified performance gaps.

5. Employee Relations and Staff Welfare

Support employee welfare programmes and initiatives.

Handle matters relating to staff discipline and labour relations.

Promote positive industrial relations between management, employees and recognised unions.

Provide administrative support in resolving workplace concerns and employee relations matters.

6. Remuneration and Payroll Administration

Conduct salary and employee benefits surveys.

Interpret and support the implementation of the University's remuneration policy.

Assist with payroll administration and related human resource records.

Ensure accuracy and confidentiality when handling employee remuneration information.

7. Training and Development

Identify staff training and development needs.

Coordinate the preparation of training plans and programmes.

Support initiatives aimed at improving employee skills, productivity and professional development.

8. Occupational Health, Safety and Reporting

Support the implementation of workplace health and safety policies.

Prepare quarterly and annual human resource reports.

Provide secretarial services to the Bargaining Unit and the Human Resource Committee of Council.

Draft correspondence relating to resolutions and decisions of the relevant committees.

Perform other lawful duties as may be assigned.

Minimum Qualifications and Experience

Applicants must meet the following requirements:

Grade 12 School Certificate with at least five (5) credits, including English.

Bachelor's Degree in Human Resource Management, Public Administration or a related field from a recognised institution.

Minimum of three (3) years of relevant human resource management experience.

Experience working in a university or public institution will be an added advantage.

Experience using HR and payroll management systems will be an added advantage.

Membership of the Zambia Institute of Human Resource Management (ZIHRM), with a valid practising certificate.

Required Skills and Competencies

Human Resource and Labour Relations Knowledge

Good understanding of the Employment Code Act, Industrial and Labour Relations Act, applicable labour laws and human resource best practices.

Ability to interpret and implement HR policies, procedures and employment regulations.

Knowledge of recruitment, employee relations, performance management and payroll administration.

Analytical and Problem-Solving Skills

Strong problem-solving and decision-making abilities.

Good numerical skills, particularly in handling payroll information, employee statistics and HR reports.

Ability to analyse workplace issues and recommend practical solutions.

Communication and Interpersonal Skills

Excellent verbal and written communication skills.

Ability to prepare professional reports and official correspondence.

Strong interpersonal skills and the ability to work effectively with employees at different levels.

Personal and Professional Attributes

High levels of integrity, confidentiality and ethical conduct.

Good organisational and time-management skills.

Ability to work with minimal supervision.

Proficiency in computer applications and Human Resource Information Systems (HRIS).

Terms and Conditions of Service

The appointment will be made in accordance with Chalimbana University's appointment guidelines and will be subject to a three-month probation period, during which satisfactory performance will be assessed.

The University offers attractive and competitive remuneration commensurate with the successful candidate's qualifications and experience.

Chalimbana University is an equal opportunity employer.

• Prepare departmental work plans and contribute to the development and implementation of human resource policies, procedures and manuals.
• Support the review and improvement of HR systems and administrative processes.
• Ensure that human resource activities are conducted in accordance with institutional policies and applicable labour legislation.
• Develop and coordinate staff recruitment plans.
• Prepare and facilitate the publication of job advertisements.
• Coordinate recruitment and selection processes.
• Prepare appointment, probation and confirmation letters.
• Support the effective placement and onboarding of new employees.
• Participate in reviewing the University's organisational structure and staff establishment.
• Work with Heads of Departments to develop and update job descriptions and job specifications.
• Prepare and manage staff contracts.
• Maintain accurate, up-to-date and confidential employee records.
• Coordinate staff performance management and appraisal processes.
• Support the development and implementation of performance improvement plans.
• Monitor performance management activities and assist departments in addressing identified performance gaps.
• Support employee welfare programmes and initiatives.
• Handle matters relating to staff discipline and labour relations.
• Promote positive industrial relations between management, employees and recognised unions.
• Provide administrative support in resolving workplace concerns and employee relations matters.
• Conduct salary and employee benefits surveys.
• Interpret and support the implementation of the University's remuneration policy.
• Assist with payroll administration and related human resource records.
• Ensure accuracy and confidentiality when handling employee remuneration information.
• Identify staff training and development needs.
• Coordinate the preparation of training plans and programmes.
• Support initiatives aimed at improving employee skills, productivity and professional development.
• Support the implementation of workplace health and safety policies.
• Prepare quarterly and annual human resource reports.
• Provide secretarial services to the Bargaining Unit and the Human Resource Committee of Council.
• Draft correspondence relating to resolutions and decisions of the relevant committees.
• Perform other lawful duties as may be assigned.

• Good understanding of the Employment Code Act, Industrial and Labour Relations Act, applicable labour laws and human resource best practices.
• Ability to interpret and implement HR policies, procedures and employment regulations.
• Knowledge of recruitment, employee relations, performance management and payroll administration.
• Strong problem-solving and decision-making abilities.
• Good numerical skills, particularly in handling payroll information, employee statistics and HR reports.
• Ability to analyse workplace issues and recommend practical solutions.
• Excellent verbal and written communication skills.
• Ability to prepare professional reports and official correspondence.
• Strong interpersonal skills and the ability to work effectively with employees at different levels.
• High levels of integrity, confidentiality and ethical conduct.
• Good organisational and time-management skills.
• Ability to work with minimal supervision.
• Proficiency in computer applications and Human Resource Information Systems (HRIS).

• Grade 12 School Certificate with at least five (5) credits, including English.
• Bachelor's Degree in Human Resource Management, Public Administration or a related field from a recognised institution.
• Minimum of three (3) years of relevant human resource management experience.
• Experience working in a university or public institution will be an added advantage.
• Experience using HR and payroll management systems will be an added advantage.
• Membership of the Zambia Institute of Human Resource Management (ZIHRM), with a valid practising certificate.