The HR Onboarding Specialist owns the execution of the end-to-end employee onboarding lifecycle for all co-employed workers. This role sits at the intersection of operational speed and legal compliance—responsible for collecting background documentation, drafting legally airtight employment contracts, and ensuring 100% compliance with local statutory registrations (NHIMA, NAPSA) before a worker ever logs their first hour of work.

Key Responsibilities

1. Employment Contract Execution & Drafting

• Draft custom, localized employment contracts (fixed-term, permanent, or casual) in strict compliance with the Zambian Employment Code Act of 2019 and individual client commercial requirements.
• Review contract terms with clients and candidates, explaining local statutory benefits, probation clauses, leave entitlements, and termination notice periods clearly.
• Track contract signatures and maintain neat, highly confidential digital employee profiles (KYC documents, signed offers, academic credentials).
• Maintain all templates – Contracts, COS, Policies, etc and all staff will get clean templates from you and all updates to templates coordinated through you.

2. Statutory Registrations & Local Compliance (40%)

• Manage the immediate registration of all new hires with the National Health Insurance Management Authority (NHIMA) and ensure their profiles link correctly to local tax/social security requirements.
• Coordinate with the internal Payroll Team to ensure all new-hire banking details, TPINs (Taxpayer Identification Numbers), and NAPSA numbers are accurately captured on the payroll system before the monthly cutoff date.
• Execute mandatory background checks, qualification check, reference verifications, and medical fitness-to-work clearances where required by the client's industry (e.g., mining, logistics, or finance).

3. Employee Offboarding & File Lifecycle Management (20%)

• Oversee the offboarding administration for departing employees, including processing resignation letters, calculating exact accrued leave days, and preparing localized certificate of service templates.
• Ensure employee files are continuously kept "audit-ready" for any random inspections from the Ministry of Labor or statutory bodies.
• Compile exit interview date and prepare monthly client reports with this information.
• Offboarding from medical etc.

4. Disciplinary process

• Investigate cases
• Draft the official charges strictly according to our company policy.
• Act as the Hearing Secretariat (scribe).

5. Medical Insurance – Back end

• Obtain master employee list for private medical scheme from Employee Experience Specialist. Flawlessly audit monthly invoices against active head count to ensure no overpayments and the right level of service is provided based on client agreement.

6. Recruitment support

• Member of recruitment team
• Authenticate CV

Key Performance Indicators (KPIs)

• Onboarding Turnaround Time (TAT): Issue a compliant employment contract within 48 hours of receiving a confirmed onboarding request from the Client Care Coordinator.
• Statutory Compliance Accuracy: 100% of onboarded workers registered with NHIMA and statutory trackers within their first 7 days of employment.
• Data Integrity: Zero payroll errors or processing delays caused by missing or inaccurate onboarding data (bank details, TPINs, statutory numbers).
• Audit Score: Maintain a 100% pass rate during internal and external HR file audits.

Qualifications & Experience

• Education: Diploma or bachelor’s degree in human resource management, Public Administration, or a related field. Active registration with the Zambia Institute of Human Resource Management (ZIHRM) is highly preferred.
• Experience: 2+ years of core HR administration or onboarding experience. Experience handling high-volume documentation, recruitment coordination, or working within a busy HR agency/consultancy is highly valued.
• Zambian Labor Awareness: Practical understanding of standard local employment requirements (probation laws, leave types, public holidays, and mandatory statutory registrations).
• Skills: Incredible attention to detail (spotting spelling errors or missing clauses instantly); strong administrative and digital file-management skills; highly organized; and proficient with HRIS platforms and digital signature software (e.g., DocuSign, AdobeSign).

• Draft custom, localized employment contracts (fixed-term, permanent, or casual) in strict compliance with the Zambian Employment Code Act of 2019 and individual client commercial requirements.
• Review contract terms with clients and candidates, explaining local statutory benefits, probation clauses, leave entitlements, and termination notice periods clearly.
• Track contract signatures and maintain neat, highly confidential digital employee profiles (KYC documents, signed offers, academic credentials).
• Maintain all templates – Contracts, COS, Policies, etc and all staff will get clean templates from you and all updates to templates coordinated through you.
• Manage the immediate registration of all new hires with the National Health Insurance Management Authority (NHIMA) and ensure their profiles link correctly to local tax/social security requirements.
• Coordinate with the internal Payroll Team to ensure all new-hire banking details, TPINs (Taxpayer Identification Numbers), and NAPSA numbers are accurately captured on the payroll system before the monthly cutoff date.
• Execute mandatory background checks, qualification check, reference verifications, and medical fitness-to-work clearances where required by the client's industry (e.g., mining, logistics, or finance).
• Oversee the offboarding administration for departing employees, including processing resignation letters, calculating exact accrued leave days, and preparing localized certificate of service templates.
• Ensure employee files are continuously kept "audit-ready" for any random inspections from the Ministry of Labor or statutory bodies.
• Compile exit interview date and prepare monthly client reports with this information.
• Offboarding from medical etc.
• Investigate cases
• Draft the official charges strictly according to our company policy.
• Act as the Hearing Secretariat (scribe).
• Obtain master employee list for private medical scheme from Employee Experience Specialist. Flawlessly audit monthly invoices against active head count to ensure no overpayments and the right level of service is provided based on client agreement.
• Member of recruitment team
• Authenticate CV

• Incredible attention to detail (spotting spelling errors or missing clauses instantly)
• Strong administrative and digital file-management skills
• Highly organized
• Proficient with HRIS platforms and digital signature software (e.g., DocuSign, AdobeSign)

• Diploma or bachelor’s degree in human resource management, Public Administration, or a related field.
• Active registration with the Zambia Institute of Human Resource Management (ZIHRM) is highly preferred.
• Practical understanding of standard local employment requirements (probation laws, leave types, public holidays, and mandatory statutory registrations).