Tera Fleet Management Limited is currently seeking to employ a Human Resource Data Registry Clerk in the Human Resources Department to join our team.

POSITION: Human Resource Data Registry Clerk (X1)

LOCATION: Ndola, Sakania

DEPARTMENT: Human Resources

JOB PURPOSE

The overall purpose of an HR Data Registry Clerk is to manage employee records, filing, and documentation flow, ensuring compliance with retention policies, updating physical/electronic files, processing new hire paperwork, scanning documents, handling correspondence, managing file movement, supporting HR administrative tasks, and maintaining orderly, confidential systems to facilitate accurate information flow.

MAIN DUTIES AND RESPONSIBILITIES

1. Record Management: Maintain files and retrieve physical and electronic personnel files (employee files, contracts, performance reviews).

2. Data Entry: Update employee information in internal databases and HR systems, such as bank details, contact information, leave records, sick notes, payslips, warning letters, and other disciplinary documents.

3. Correspondence: Receive, sort, register, and distribute incoming/outgoing mail, documents, and faxes to the appropriate staff or departments.

4. On-boarding Support: Create, update, and manage employee records for new hires and assist with documentation.

5. File Tracking: Monitor file movement, ensure compliance with archiving and disposal procedures, and maintain a tidy, organized archive system.

6. Documentation: Process HR-related documents, including recruitment materials, training documents, and contract files.

7. Other responsibilities: Perform other human resources-related tasks as assigned by the human resources manager.Assist in organizing the signing of employee employment contracts.Assist the human resources manager in handling daily human resources-related matters as assigned

QUALIFICATIONS

1. Minimum of a Diploma in Human Resource Management, Business Administration or equivalent.

2. Paid-up member of ZIHRM.

3. Must be a Zambian with a valid NRC.

4. Grade 12 certificate with credit in mathematics and English.

5. Not less than 1 year of work experience in Human Resources.

6. Must be computer literate.

NOTE. All interviews will be conducted in person at our Sakania Office in Ndola.

• Maintain files and retrieve physical and electronic personnel files (employee files, contracts, performance reviews).
• Update employee information in internal databases and HR systems, such as bank details, contact information, leave records, sick notes, payslips, warning letters, and other disciplinary documents.
• Receive, sort, register, and distribute incoming/outgoing mail, documents, and faxes to the appropriate staff or departments.
• Create, update, and manage employee records for new hires and assist with documentation.
• Monitor file movement, ensure compliance with archiving and disposal procedures, and maintain a tidy, organized archive system.
• Process HR-related documents, including recruitment materials, training documents, and contract files.
• Perform other human resources-related tasks as assigned by the human resources manager.
• Assist in organizing the signing of employee employment contracts.
• Assist the human resources manager in handling daily human resources-related matters as assigned.

• Computer literate

• Minimum of a Diploma in Human Resource Management, Business Administration or equivalent.
• Paid-up member of ZIHRM.
• Must be a Zambian with a valid NRC.
• Grade 12 certificate with credit in mathematics and English.
• Must be computer literate.