JOB PURPOSE

The HR Supervisor supports the effective management and administration of the organisation’s human resources function, supervising day-to-day HR activities and ensuring efficient implementation of recruitment, employee records, onboarding, employee relations, performance management, leave administration, training and HR policies in compliance with applicable Zambian labour laws and organisational policies.

The role serves as an important link between management and employees, ensuring employee matters are handled fairly, consistently, confidentially and promptly.

KEY RESPONSIBILITIES

HR Administration

• Supervise daily HR operations and ensure efficient implementation of HR processes.
• Maintain accurate, complete and confidential employee personnel files and HR records, including personal information, contracts, leave, disciplinary and other relevant documentation.
• Prepare employment contracts, appointment, confirmation, transfer, promotion and other HR letters.
• Monitor probation periods and ensure reviews are completed on time.
• Coordinate employee onboarding, orientation and required documentation.
• Coordinate employee exits, including resignations, terminations, clearance and exit interviews.
• Prepare regular HR reports and statistics for management.

Recruitment and Selection

• Coordinate recruitment in accordance with approved procedures.
• Prepare and advertise vacancies; receive and screen applications.
• Shortlist candidates against approved job specifications.
• Coordinate interviews, assessments and reference checks.
• Prepare recruitment documentation and recommendations for management.
• Ensure successful candidates are properly onboarded.
• Maintain recruitment records, candidate databases and potential talent pools.

Employee Relations

• Provide employees with guidance on routine HR matters.
• Promote positive employee relations and assist with grievances and workplace concerns.
• Support management in disciplinary matters in accordance with company policies and Zambian labour legislation.
• Ensure disciplinary procedures are properly documented and consistently applied.
• Participate in investigations concerning complaints, misconduct and workplace disputes.
• Maintain confidentiality and escalate complex or high-risk matters to the HR Manager or appropriate management.

KEY PERFORMANCE AREAS / KPIs

• Accuracy and completeness of employee records.
• Timely HR administration and reporting.
• Recruitment turnaround time and quality of hires.
• Timely onboarding and employee documentation.
• Compliance with HR policies and applicable labour legislation.
• Effective management of employee relations matters.
• Timely completion of performance reviews and probation assessments.
• Accuracy of leave and attendance records.
• Employee retention and engagement.
• Timely training and development coordination.
• Quality and accuracy of HR reports.
• Effective supervision and development of HR team members.

QUALIFICATIONS

• Bachelor’s Degree in Human Resources Management, Human Resource Management, Business Administration, Industrial Relations or a related field.
• Membership of the Zambia Institute of Human Resource Management (ZIHRM) or eligibility for membership, where applicable.

EXPERIENCE

• 4–6 years’ progressive HR experience, preferably including 2–3 years in a supervisory or senior HR role.
• Experience in recruitment, employee relations, HR administration, performance management and labour-law compliance.
• Experience supervising or coordinating junior HR staff.
• Experience in a structured corporate or commercial environment is an advantage.
• Sound knowledge of employment practices and labour relations in Zambia.

KNOWLEDGE AND SKILLS

• Good knowledge of Zambian labour and employment legislation.
• Strong HR administration, recruitment and employee-relations skills.
• Good understanding of performance management.
• Strong conflict-resolution, organisational and time-management skills.
• Excellent written and verbal communication and interpersonal skills.
• Strong analytical and reporting abilities.
• High confidentiality, integrity and discretion.
• Ability to handle sensitive employee matters professionally.
• Good Microsoft Office skills, particularly Word and Excel.
• HRIS or payroll-system experience is an advantage.

PERSONAL ATTRIBUTES

• Professional, mature and ethical.
• Confidential and discreet.
• Fair and impartial.
• Detail-oriented.
• Proactive and solution-oriented.
• Able to work under pressure and meet deadlines.
• Sound judgement and decision-making ability.
• Strong interpersonal and relationship-management skills.
• Leadership and supervisory ability.
• Flexible and adaptable.

AUTHORITY AND DECISION-MAKING

The HR Supervisor is authorised to make routine HR administrative decisions within delegated authority, provide HR guidance to employees and managers on established policies and procedures, and recommend appropriate action regarding employee relations, recruitment and performance matters.

Issues with significant legal, financial, disciplinary or reputational implications must be escalated to the HR Manager or appropriate authority. Strict confidentiality must be maintained over employee and organisational information.

WORKING RELATIONSHIPS

Internal: Senior Management; Department Heads and Line Managers; Finance and Payroll; all employees; HR Department.

External: Government and statutory institutions; training providers; recruitment agencies; medical service providers; HR consultants; other relevant service providers and stakeholders.

GENERAL RESPONSIBILITIES

• Adhere to company policies, procedures and values.
• Maintain strict confidentiality of employee and company information.
• Comply with health, safety and workplace requirements.
• Promote a professional and respectful working environment.
• Perform any other reasonable HR-related duties assigned by the HR Manager or Management.

All candidates are required to obtain their ZAQA certification from the Zambia Qualifications Authority (ZAQA)

• Supervise daily HR operations and ensure efficient implementation of HR processes.
• Maintain accurate, complete and confidential employee personnel files and HR records, including personal information, contracts, leave, disciplinary and other relevant documentation.
• Prepare employment contracts, appointment, confirmation, transfer, promotion and other HR letters.
• Monitor probation periods and ensure reviews are completed on time.
• Coordinate employee onboarding, orientation and required documentation.
• Coordinate employee exits, including resignations, terminations, clearance and exit interviews.
• Prepare regular HR reports and statistics for management.
• Coordinate recruitment in accordance with approved procedures.
• Prepare and advertise vacancies; receive and screen applications.
• Shortlist candidates against approved job specifications.
• Coordinate interviews, assessments and reference checks.
• Prepare recruitment documentation and recommendations for management.
• Ensure successful candidates are properly onboarded.
• Maintain recruitment records, candidate databases and potential talent pools.
• Provide employees with guidance on routine HR matters.
• Promote positive employee relations and assist with grievances and workplace concerns.
• Support management in disciplinary matters in accordance with company policies and Zambian labour legislation.
• Ensure disciplinary procedures are properly documented and consistently applied.
• Participate in investigations concerning complaints, misconduct and workplace disputes.
• Maintain confidentiality and escalate complex or high-risk matters to the HR Manager or appropriate management.
• Adhere to company policies, procedures and values.
• Maintain strict confidentiality of employee and company information.
• Comply with health, safety and workplace requirements.
• Promote a professional and respectful working environment.
• Perform any other reasonable HR-related duties assigned by the HR Manager or Management.

• Good knowledge of Zambian labour and employment legislation.
• Strong HR administration, recruitment and employee-relations skills.
• Good understanding of performance management.
• Strong conflict-resolution, organisational and time-management skills.
• Excellent written and verbal communication and interpersonal skills.
• Strong analytical and reporting abilities.
• High confidentiality, integrity and discretion.
• Ability to handle sensitive employee matters professionally.
• Good Microsoft Office skills, particularly Word and Excel.
• HRIS or payroll-system experience is an advantage.

• Bachelor’s Degree in Human Resources Management, Human Resource Management, Business Administration, Industrial Relations or a related field.
• Membership of the Zambia Institute of Human Resource Management (ZIHRM) or eligibility for membership, where applicable.