Job Summary

The Assistant HR and Admin Officer ensures support in managing human resources and administrative functions. This role ensures compliance with company policies, labour regulations and requirements while fostering a productive and safe work environment. The role requires strong organizational skills, attention to detail, and the ability to handle sensitive information in a fast-paced, high-pressure environment.

Key Responsibilities

1. Recruitment and Onboarding Support

• Assist in preparing job postings, screening applications, and coordinating interviews for various roles.
• Facilitate onboarding by preparing employment documentation (e.g., offers, contracts, qualifications, medical certificates) and conducting orientation sessions to familiarize new hires with company policies, organogram, protocols, and company culture.
• Ensure timely email activation and workstation setup for new employees.

2. Employee Records and Compliance

• Maintain accurate and confidential employee records, including attendance, leave, and disciplinary actions, in compliance with labour laws and company policies.
• Ensure all employees provide required documentation (e.g., NRC, CV, medical certificates) and update HR systems accordingly.

3. Attendance Management

• Ensure all staff adhere to attendance register by clocking in at entry and clocking out at exit.
• Ensure staff are familiar with and adhere to job cards and productivity is tracked 100%

4. Payroll and Benefits Administration

• Support payroll processing by verifying timesheets and attendance records for workers.
• Assist employees with benefits-related inquiries and escalate complex issues to the HR Officer or Accounts.
• Ensure payroll inputs are up to date and accurate for construction division.

5. Administrative Coordination

• Manage office operations, including ordering supplies, maintaining equipment, and ensuring a tidy and organized workspace.
• Schedule and coordinate meetings, including briefings and departmental discussions, and prepare agendas or minutes as needed.

6. Employee Relations and Support

• Act as the first point of contact for employee queries regarding HR policies, benefits, or workplace issues.
• Assist in resolving minor employee concerns and escalate complex issues to the HR Officer.
• Support the implementation of employee engagement initiatives, such as safety training or wellness programs, to enhance morale and retention.

7. Offboarding and Exit Processes

• Coordinate offboarding tasks, including collecting company property, deactivating email access, and preparing termination documentation.
• Conduct exit interviews using the provided form to gather feedback and identify areas for improvement.

Qualifications and Experience

• Diploma in Human Resource Management, Public Administration, Business Administration, or a related field from a recognized institution.
• Valid ZIHRM Practicing License.

Work Experience:

• Minimum of 2–3 years’ proven experience in Human Resources and Administration.
• Demonstrated experience in recruitment and onboarding processes.
• Experience handling attendance systems, leave management, and disciplinary documentation.
• Experience in a construction or fast-paced operational environment will be an added advantage.
• Familiarity with occupational health and safety regulations.
• Knowledge of employee contracts, probation management, termination procedures, and redundancy processes in line with Zambian labour laws.

Key Skills and Competencies:

• High level of integrity and ability to handle confidential information.
• Strong organizational and record-keeping skills.
• Attention to detail and accuracy in documentation and payroll inputs.
• Strong communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and HR/payroll systems.

• Assist in preparing job postings, screening applications, and coordinating interviews for various roles.
• Facilitate onboarding by preparing employment documentation (e.g., offers, contracts, qualifications, medical certificates) and conducting orientation sessions to familiarize new hires with company policies, organogram, protocols, and company culture.
• Ensure timely email activation and workstation setup for new employees.
• Maintain accurate and confidential employee records, including attendance, leave, and disciplinary actions, in compliance with labour laws and company policies.
• Ensure all employees provide required documentation (e.g., NRC, CV, medical certificates) and update HR systems accordingly.
• Ensure all staff adhere to attendance register by clocking in at entry and clocking out at exit.
• Ensure staff are familiar with and adhere to job cards and productivity is tracked 100%
• Support payroll processing by verifying timesheets and attendance records for workers.
• Assist employees with benefits-related inquiries and escalate complex issues to the HR Officer or Accounts.
• Ensure payroll inputs are up to date and accurate for construction division.
• Manage office operations, including ordering supplies, maintaining equipment, and ensuring a tidy and organized workspace.
• Schedule and coordinate meetings, including briefings and departmental discussions, and prepare agendas or minutes as needed.
• Act as the first point of contact for employee queries regarding HR policies, benefits, or workplace issues.
• Assist in resolving minor employee concerns and escalate complex issues to the HR Officer.
• Support the implementation of employee engagement initiatives, such as safety training or wellness programs, to enhance morale and retention.
• Coordinate offboarding tasks, including collecting company property, deactivating email access, and preparing termination documentation.
• Conduct exit interviews using the provided form to gather feedback and identify areas for improvement.

• High level of integrity and ability to handle confidential information.
• Strong organizational and record-keeping skills.
• Attention to detail and accuracy in documentation and payroll inputs.
• Strong communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and HR/payroll systems.

• Diploma in Human Resource Management, Public Administration, Business Administration, or a related field from a recognized institution.
• Valid ZIHRM Practicing License.