ABOUT MANYONYO IRRIGATION COMPANY LIMITED

Manyonyo Irrigation Company Limited (MIC) is an agribusiness owned by 145 smallholder farmers in Chikankata District, Southern Province. The Company’s principal business is growing sugarcane for sale to Zambia Sugar Plc. MIC seeks to expand and strengthen its farming operations over time, with the long-term aim of growing from its present smallholder base into a sustainable, larger-scale commercial farming business that creates lasting value for its shareholder-farmers and the surrounding community.

POSITION PURPOSE

The Administrative, Human Resources & Board Secretariat Officer will coordinate MIC’s general administration, human-resources support, corporate correspondence, records management and Board-secretariat functions. The role will ensure that office, employee and governance matters are handled consistently, confidentially, accurately and on time.

KEY RESPONSIBILITIES

• Coordinate day-to-day office administration, including procurement coordination, office supplies, filing, document control, meeting arrangements and general administrative support.
• Manage the official Company email account and other authorized communication channels, and maintain orderly records of incoming and outgoing correspondence.
• Prepare clear and professional letters, notices, memoranda, reports and other administrative documents required by management or the Board.
• Maintain, organize and safeguard key Company administrative, contractual and corporate documents and ensure that authorized officers can trace records promptly.
• Maintain complete, current and confidential employee files and human-resources records, including contracts, leave records, correspondence, performance documents and separation records.
• Coordinate recruitment, onboarding, induction, employee documentation, contract administration, staff movements and separation or handover processes as assigned.
• Support management and supervisors in handling routine employee matters, grievances, disciplinary processes, performance administration and employee communication in accordance with Company procedures and applicable labor requirements.
• Coordinate formal communication between management and employees, supervisors, farmers, service providers and other internal or external stakeholders as appropriate.
• Prepare and circulate Board and committee meeting notices, agendas, Board papers, previous minutes and supporting documents within the required timelines.
• Attend Board meetings, take accurate minutes, prepare draft minutes promptly and maintain the Board minute books and related governance records.
• Maintain an up-to-date action log of Board resolutions and directives, follow up with responsible officers and report progress on implementation.
• Coordinate Board meeting logistics and support professional communication between the Board, management and invited stakeholders.
• Maintain proper custody, confidentiality and filing of Board papers, resolutions, minutes, declarations and other governance records.
• Coordinate or supervise administrative and support functions assigned to the position, including stores and security-related administrative matters where delegated.
• Perform any other reasonable administration, human-resources or Board-secretariat duties assigned by the General Manager or arising from the needs of a Company of MIC’s size and nature.

QUALIFICATIONS AND EXPERIENCE

• A Degree or Diploma in Business Administration, Human Resource Management, Public Administration or another relevant discipline from a recognized institution.
• At least five years of relevant experience in administration, human resources, corporate support, Board support or related functions.
• Strong administrative and organizational skills, including practical experience in filing, correspondence management, document control and records management.
• Good understanding of employee-record administration and applicable employment processes, with the ability to handle personnel matters discreetly and confidentially.
• Strong minute-writing, meeting-coordination, communication and report-writing skills.
• Experience supporting a Board, committee, company secretariat or senior management team will be a strong advantage.
• Strong command of Microsoft Office, particularly Word, Excel, PowerPoint and email applications.
• A dependable, organized and self-directed approach, with good judgment, initiative, problem-solving ability and capacity to manage competing deadlines.
• High standards of integrity, professionalism, accuracy, tact and confidentiality.
• Proficiency in English and willingness to work and reside in the Manyonyo/Chikankata area.

• Coordinate day-to-day office administration, including procurement coordination, office supplies, filing, document control, meeting arrangements and general administrative support.
• Manage the official Company email account and other authorized communication channels, and maintain orderly records of incoming and outgoing correspondence.
• Prepare clear and professional letters, notices, memoranda, reports and other administrative documents required by management or the Board.
• Maintain, organize and safeguard key Company administrative, contractual and corporate documents and ensure that authorized officers can trace records promptly.
• Maintain complete, current and confidential employee files and human-resources records, including contracts, leave records, correspondence, performance documents and separation records.
• Coordinate recruitment, onboarding, induction, employee documentation, contract administration, staff movements and separation or handover processes as assigned.
• Support management and supervisors in handling routine employee matters, grievances, disciplinary processes, performance administration and employee communication in accordance with Company procedures and applicable labor requirements.
• Coordinate formal communication between management and employees, supervisors, farmers, service providers and other internal or external stakeholders as appropriate.
• Prepare and circulate Board and committee meeting notices, agendas, Board papers, previous minutes and supporting documents within the required timelines.
• Attend Board meetings, take accurate minutes, prepare draft minutes promptly and maintain the Board minute books and related governance records.
• Maintain an up-to-date action log of Board resolutions and directives, follow up with responsible officers and report progress on implementation.
• Coordinate Board meeting logistics and support professional communication between the Board, management and invited stakeholders.
• Maintain proper custody, confidentiality and filing of Board papers, resolutions, minutes, declarations and other governance records.
• Coordinate or supervise administrative and support functions assigned to the position, including stores and security-related administrative matters where delegated.
• Perform any other reasonable administration, human-resources or Board-secretariat duties assigned by the General Manager or arising from the needs of a Company of MIC’s size and nature.

• Strong administrative and organizational skills, including practical experience in filing, correspondence management, document control and records management.
• Good understanding of employee-record administration and applicable employment processes, with the ability to handle personnel matters discreetly and confidentially.
• Strong minute-writing, meeting-coordination, communication and report-writing skills.
• Strong command of Microsoft Office, particularly Word, Excel, PowerPoint and email applications.
• Dependable, organized and self-directed approach, with good judgment, initiative, problem-solving ability and capacity to manage competing deadlines.
• High standards of integrity, professionalism, accuracy, tact and confidentiality.
• Proficiency in English.

• A Degree or Diploma in Business Administration, Human Resource Management, Public Administration or another relevant discipline from a recognized institution.
• At least five years of relevant experience in administration, human resources, corporate support, Board support or related functions.
• Experience supporting a Board, committee, company secretariat or senior management team will be a strong advantage.