Background information about the job or company (e.g., role context, company overview)

Zambia Open Community Schools (ZOCS) is a registered Non-Governmental Organization under the Societies Act Section 7 (1) under the Laws of Zambia. ZOCS is a vibrant and flagship organization of Community Schools since 1992 in Zambia that empowers communities to provide quality basic education to 259, 691learners (132,459 Boys and 127,232 Girls) in 1,385 demonstration open community schools across 97 selected districts in all the 10 provinces of Zambia.

The pillars on which ZOCS builds its approach are those of enhanced educational opportunities for children through education policy engagement, increased community capacity to provide such opportunities and ensuring more and better education for more children in communities.

ZOCS is about open, accessible schools for disadvantaged children and communities, and these take priority over everything else.

Responsibilities or duties

Ensuring the smooth running of the human resource functions of the organisation and making sure that ZOCS adheres to internal policies and Zambian labour laws.

• Handle contractual arrangements for new, continuing and exiting staff
• Ensure ZOCS’ recruitment procedures are stringent and aimed at bringing in the highest caliber staffing
• Ensure ZOCS’ conditions of employment adhere to labour laws and are at par with other, similar organisations
• Manage staff absences, particularly in terms of ensuring that gaps in staffing due to long term absences (sick leave, maternity / paternity leave, disciplinary absences etc.) are covered through substitutions (internal rotation or external support)
• Oversee the organisation’s leave schedule
• Develop and review necessary HR-related policies / guidelines for the organization
• Ensure HR-related policies and guidelines are understood by and adhered to by all staff
• Oversee performance review processes (scheduling, support to line managers etc.)
• Coordinate disciplinary processes where necessary
• Ensure personnel files contain necessary information and are appropriately filed
• Respond to human resources-related staff queries and concerns
• Manage ZOCS Administrative activities which include , clean offices and surroundings, office supplies , utility, transport, security
• To monitor the security situation and oversee implementation of security measures, including appropriate reporting.
• To ensure timely dissemination of and training on new initiatives/guidelines and policies and monitoring of implementation.
• To directly respond, solve and provide advice to daily administrative, human resource and financial issues that arise from all sources at Head Office, regional and field offices.
• Addresses all human resources issues and concerns raised from time to time by staff.
• To ensure that a system is in place for regular performance assessment of staff, including providing technical support and opportunities for development.
• To ensure that field offices are effectively managed and that field staff have access to adequate transport, ICT.
• To direct and supervise the value-added delivery of a strong relationship between cost effectiveness and efficiency in administrative services
• Ensure safety (occupational health and safety, during travel, in regional offices and security investigations for staff).
• Manage the allocation of office space, subletting property and the insurance portfolio,
• Purchase and management of office equipment: Stocks of office and copying equipment, internal and external mail, and the relocation of employees.
• Management of all travel services.
• Procure internal and external conference and catering services
• To direct and supervise the development and maintenance of policies and procedures relating to these functions.
• Perform any other function/task as assigned by the supervisor/Management

Qualifications or requirements (e.g., education, skills)

Education

• Grade 12 Certificate or equivalent (ZAQA certified)
• Bachelor’s degree in Human Resource Management or Public Administration from a reputable and recognized learning institution (ZAQA certified)

Experience needed

Experience

• At least 3 years solid generalist HR experience
• Strong understanding of Zambian employment law
• Background in employment relations and advisory work
• Good experience of running recruitment campaigns including knowledge of competency based interviewing.
• Must be a member of the Zambia Institute of Human Resource Management with a valid practicing certificate.

Competences

• Communication and Presentation Skills
• Good report writing skills
• Team Planning and Coordination
• Highest level of Confidentiality
• Working with People
• Drive for Results
• Proficient in Microsoft Office

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Zambia Open Community Schools is an equal opportunity employer and women are encouraged to apply

• Handle contractual arrangements for new, continuing and exiting staff
• Ensure ZOCS’ recruitment procedures are stringent and aimed at bringing in the highest caliber staffing
• Ensure ZOCS’ conditions of employment adhere to labour laws and are at par with other, similar organisations
• Manage staff absences, particularly in terms of ensuring that gaps in staffing due to long term absences (sick leave, maternity / paternity leave, disciplinary absences etc.) are covered through substitutions (internal rotation or external support)
• Oversee the organisation’s leave schedule
• Develop and review necessary HR-related policies / guidelines for the organization
• Ensure HR-related policies and guidelines are understood by and adhered to by all staff
• Oversee performance review processes (scheduling, support to line managers etc.)
• Coordinate disciplinary processes where necessary
• Ensure personnel files contain necessary information and are appropriately filed
• Respond to human resources-related staff queries and concerns
• Manage ZOCS Administrative activities which include , clean offices and surroundings, office supplies , utility, transport, security
• To monitor the security situation and oversee implementation of security measures, including appropriate reporting.
• To ensure timely dissemination of and training on new initiatives/guidelines and policies and monitoring of implementation.
• To directly respond, solve and provide advice to daily administrative, human resource and financial issues that arise from all sources at Head Office, regional and field offices.
• Addresses all human resources issues and concerns raised from time to time by staff.
• To ensure that a system is in place for regular performance assessment of staff, including providing technical support and opportunities for development.
• To ensure that field offices are effectively managed and that field staff have access to adequate transport, ICT.
• To direct and supervise the value-added delivery of a strong relationship between cost effectiveness and efficiency in administrative services
• Ensure safety (occupational health and safety, during travel, in regional offices and security investigations for staff).
• Manage the allocation of office space, subletting property and the insurance portfolio,
• Purchase and management of office equipment: Stocks of office and copying equipment, internal and external mail, and the relocation of employees.
• Management of all travel services.
• Procure internal and external conference and catering services
• To direct and supervise the development and maintenance of policies and procedures relating to these functions.
• Perform any other function/task as assigned by the supervisor/Management

• Communication and Presentation Skills
• Good report writing skills
• Team Planning and Coordination
• Highest level of Confidentiality
• Working with People
• Drive for Results
• Proficient in Microsoft Office

• Grade 12 Certificate or equivalent (ZAQA certified)
• Bachelor’s degree in Human Resource Management or Public Administration from a reputable and recognized learning institution (ZAQA certified)
• At least 3 years solid generalist HR experience
• Strong understanding of Zambian employment law
• Background in employment relations and advisory work
• Good experience of running recruitment campaigns including knowledge of competency based interviewing.
• Must be a member of the Zambia Institute of Human Resource Management with a valid practicing certificate.