Position Summary

The Human Resources Assistant provides administrative and operational support to the Human Resources Department in delivering HR consultancy services to clients. The role assists with recruitment, employee records management, payroll support, labour compliance, and general HR administration to ensure efficient service delivery and client satisfaction.

Key Responsibilities

Recruitment and Selection Support

• Assist in preparing and posting job advertisements on various recruitment platforms.
• Receive, screen, and organize applications for client vacancies.
• Schedule interviews and communicate with candidates.
• Conduct preliminary reference checks and verification of candidate information.
• Maintain recruitment databases and applicant tracking records.
• Prepare interview reports and recruitment documentation.

Employee Records and HR Administration

• Create and maintain employee files for clients and internal staff.
• Ensure personnel records are accurate, complete, and securely maintained.
• Update HR databases and employee information systems.
• Prepare employment contracts, confirmation letters, transfer letters, and other HR correspondence.
• Monitor probation periods and contract expiry dates.

Labour Law Compliance Support

• Assist in ensuring client compliance with the Employment Code Act and other labour regulations.
• Support preparation of disciplinary hearing documentation.
• Maintain records relating to employee relations matters.
• Support workplace investigations and grievance management processes.

Payroll and Benefits Administration

• Assist in compiling payroll data for processing.
• Verify attendance records, leave records, overtime, and allowances.
• Support statutory submissions including NAPSA, NHIMA, and PAYE requirements.
• Maintain payroll records and confidentiality of employee information.
• Assist employees and clients with payroll-related inquiries.

Client Support Services

• Respond to client inquiries in a professional and timely manner.
• Assist consultants in preparing HR reports and presentations.
• Participate in client meetings and record minutes where required.
• Support implementation of HR projects and consultancy assignments.

Qualifications

Education

• Diploma in Human Resource Management, Business Administration, Industrial Psychology, Public Administration, or a related field.

Professional Membership

• Membership with the Zambia Institute of Human Resource Management (ZIHRM) is a must

Experience

• Minimum of one year experience in Human Resources or Administration.
• Experience in a consultancy environment will be an added advantage.
• Exposure to recruitment, payroll, labour relations, or HR administration is desirable.

• Assist in preparing and posting job advertisements on various recruitment platforms.
• Receive, screen, and organize applications for client vacancies.
• Schedule interviews and communicate with candidates.
• Conduct preliminary reference checks and verification of candidate information.
• Maintain recruitment databases and applicant tracking records.
• Prepare interview reports and recruitment documentation.
• Create and maintain employee files for clients and internal staff.
• Ensure personnel records are accurate, complete, and securely maintained.
• Update HR databases and employee information systems.
• Prepare employment contracts, confirmation letters, transfer letters, and other HR correspondence.
• Monitor probation periods and contract expiry dates.
• Assist in ensuring client compliance with the Employment Code Act and other labour regulations.
• Support preparation of disciplinary hearing documentation.
• Maintain records relating to employee relations matters.
• Support workplace investigations and grievance management processes.
• Assist in compiling payroll data for processing.
• Verify attendance records, leave records, overtime, and allowances.
• Support statutory submissions including NAPSA, NHIMA, and PAYE requirements.
• Maintain payroll records and confidentiality of employee information.
• Assist employees and clients with payroll-related inquiries.
• Respond to client inquiries in a professional and timely manner.
• Assist consultants in preparing HR reports and presentations.
• Participate in client meetings and record minutes where required.
• Support implementation of HR projects and consultancy assignments.

• Diploma in Human Resource Management, Business Administration, Industrial Psychology, Public Administration, or a related field.
• Membership with the Zambia Institute of Human Resource Management (ZIHRM) is a must