Job Summary

The HR and Administrative Officer is responsible for managing the day-to-day human resources and administrative functions of the organization while also supporting basic accounting and statutory compliance requirements. The role involves maintaining employee records, supporting recruitment and staff welfare, overseeing office administration, assisting with bookkeeping, and ensuring timely submission of statutory returns to regulatory bodies.

The position requires strong knowledge of Zambian labour practices and statutory obligations including contributions to National Pension Scheme Authority, National Health Insurance Management Authority, and Zambia Revenue Authority for PAYE tax compliance. The officer must also understand how employee compensation claims are administered through the Workers Compensation Fund Control Board in Zambia.

Key Responsibilities

1. Human Resources Management

• Maintain and update employee records and personnel files.
• Prepare and manage employment contracts, confirmation letters, warning letters, and termination documentation.
• Support recruitment processes including job postings, candidate screening, and interview coordination.
• Manage employee onboarding and orientation processes.
• Maintain staff attendance, leave records, and HR databases.
• Assist management with disciplinary and grievance procedures in line with company policy and labour regulations.

2. Payroll Administration and Statutory Compliance

• Assist in the preparation and verification of monthly payroll information.
• Maintain accurate employee salary and benefits records.
• Prepare and submit statutory returns and contributions including:
  • NAPSA contributions to the National Pension Scheme Authority
  • NHIMA contributions to the National Health Insurance Management Authority
  • PAYE tax submissions to the Zambia Revenue Authority
• Ensure all statutory payments are calculated accurately and submitted within regulatory deadlines.

3. Workers Compensation Administration

• Maintain records relating to workplace injuries and occupational health incidents.
• Assist employees with compensation claims through the Workers Compensation Fund Control Board.
• Ensure company compliance with workers compensation insurance and reporting requirements.
• Coordinate documentation and follow-up for workplace accident claims.

4. Bookkeeping and Financial Administration

• Assist with basic bookkeeping functions including recording expenses, invoices, and petty cash transactions.
• Maintain financial records for administrative and operational expenses.
• Support the finance department with preparation of financial reports and documentation.
• Assist in reconciling records related to payroll and statutory contributions.

5. Office and Administrative Management

• Oversee general office administration and ensure smooth daily operations.
• Manage office filing systems for both administrative and HR records.
• Maintain office supplies inventory and coordinate procurement when necessary.
• Prepare internal reports, correspondence, and administrative documentation.
• Coordinate meetings, staff engagements, and company administrative activities.

Qualifications and Experience

• Diploma or Degree in Human Resource Management, Business Administration, Accounting, or a related field.
• Minimum 3–5 years of experience in HR and administrative management.
• Demonstrated experience with payroll administration and statutory returns.
• Knowledge of basic bookkeeping and financial record keeping.
• Strong understanding of Zambian labour laws and statutory compliance requirements.

Key Skills and Competencies

• Strong HR administration and employee relations skills.
• Good knowledge of statutory compliance and payroll processes in Zambia.
• Solid bookkeeping and record management abilities.
• Excellent organizational and administrative skills.
• Strong attention to detail and accuracy.
• Ability to handle confidential information professionally.
• Good communication and interpersonal skills.

Personal Attributes

• High integrity and professionalism.
• Reliable and trustworthy.
• Strong problem-solving ability.
• Ability to multitask and meet deadlines.
• Proactive and detail-oriented.

Working Conditions

• Office-based position.
• Standard working hours with occasional extended hours during payroll periods or statutory submission deadlines.

• Maintain and update employee records and personnel files.
• Prepare and manage employment contracts, confirmation letters, warning letters, and termination documentation.
• Support recruitment processes including job postings, candidate screening, and interview coordination.
• Manage employee onboarding and orientation processes.
• Maintain staff attendance, leave records, and HR databases.
• Assist management with disciplinary and grievance procedures in line with company policy and labour regulations.
• Assist in the preparation and verification of monthly payroll information.
• Maintain accurate employee salary and benefits records.
• Prepare and submit statutory returns and contributions including: NAPSA contributions to the National Pension Scheme Authority, NHIMA contributions to the National Health Insurance Management Authority, PAYE tax submissions to the Zambia Revenue Authority.
• Ensure all statutory payments are calculated accurately and submitted within regulatory deadlines.
• Maintain records relating to workplace injuries and occupational health incidents.
• Assist employees with compensation claims through the Workers Compensation Fund Control Board.
• Ensure company compliance with workers compensation insurance and reporting requirements.
• Coordinate documentation and follow-up for workplace accident claims.
• Assist with basic bookkeeping functions including recording expenses, invoices, and petty cash transactions.
• Maintain financial records for administrative and operational expenses.
• Support the finance department with preparation of financial reports and documentation.
• Assist in reconciling records related to payroll and statutory contributions.
• Oversee general office administration and ensure smooth daily operations.
• Manage office filing systems for both administrative and HR records.
• Maintain office supplies inventory and coordinate procurement when necessary.
• Prepare internal reports, correspondence, and administrative documentation.
• Coordinate meetings, staff engagements, and company administrative activities.

• Strong HR administration and employee relations skills.
• Good knowledge of statutory compliance and payroll processes in Zambia.
• Solid bookkeeping and record management abilities.
• Excellent organizational and administrative skills.
• Strong attention to detail and accuracy.
• Ability to handle confidential information professionally.
• Good communication and interpersonal skills.

• Diploma or Degree in Human Resource Management, Business Administration, Accounting, or a related field.
• Minimum 3–5 years of experience in HR and administrative management.
• Demonstrated experience with payroll administration and statutory returns.
• Knowledge of basic bookkeeping and financial record keeping.
• Strong understanding of Zambian labour laws and statutory compliance requirements.