1. PURPOSE OF THE ROLE

The Human Resource Officer is responsible for implementing and managing SAEA’s human resource functions, ensuring compliance with Zambian labour laws, supporting operational teams with effective manpower management, and fostering a disciplined, productive, and compliant workforce across all SAEA business units and project sites.

2. KEY RESPONSIBILITIES

A. Recruitment & Workforce Planning

• Coordinate recruitment for head office, branches, and project sites.
• Prepare job adverts, shortlist candidates, and coordinate interviews.
• Manage onboarding, induction, and deployment of staff.
• Maintain updated organisational structure and staff establishment.
• Coordinate medicals, background checks, and contract issuance.

B. Employee Relations & Discipline

• Implement and enforce company policies, SOPs, and code of conduct.
• Handle disciplinary processes in line with the Employment Code Act, No. 3 of 2019.
• Prepare disciplinary notices, warnings, and hearing minutes.
• Advise management on labour disputes, grievances, and terminations.
• Liaise with Legal Counsel where disputes escalate.

C. Payroll Support & Employee Records

• Maintain accurate employee records (contracts, NRCs, TPINs, NAPSA, NHIMA).
• Support payroll preparation (leave days, overtime, gratuity, terminal benefits).
• Track employee attendance, timesheets, and site registers.
• Maintain up-to-date leave schedules and balances.

D. Compliance & Labour Law

• Ensure compliance with Zambian labour laws and statutory obligations.
• Manage NAPSA, NHIMA, Workers’ Compensation submissions and records.
• Prepare documentation for labour inspections and audits.
• Support redundancy, retrenchment, and severance processes where required.

E. Training & Performance Management

• Coordinate staff training, inductions, and toolbox talks.
• Maintain training records and certifications (especially for site staff).
• Support implementation of performance appraisals and KPIs.
• Identify training needs across departments and projects.

F. Health, Safety & Welfare (Support Role)

• Support HSE teams on staff welfare, site compliance, and inductions.
• Coordinate issuance of PPE records in collaboration with site supervisors.
• Manage employee welfare matters (accommodation, grievances, site conditions).

G. Administration & Reporting

• Prepare HR monthly reports (headcount, absenteeism, disciplinary cases).
• Maintain HR files (physical and digital).
• Draft HR letters: contracts, confirmations, warnings, termination notices.
• Support mobilisation and demobilisation of project staff.

3. KEY INTERFACES

• Managing Director & Directors
• Project Managers & Site Supervisors
• Finance & Payroll Team
• Legal Counsel / Labour Office
• External Recruiters & Training Providers

4. REQUIRED QUALIFICATIONS

• Bachelor’s Degree in Human Resource Management, Business Administration, or related field
• Membership with Zambia Institute of Human Resource Management (ZIHRM) (mandatory or in progress)

5. EXPERIENCE

• Minimum 3–5 years HR experience, preferably in:
  • Engineering / Construction
  • Mining support services
  • Plant hire or industrial environments
• Strong experience in handling disciplinary matters and labour compliance.

6. REQUIRED SKILLS & COMPETENCIES

• Strong knowledge of Zambian labour laws
• Excellent documentation and report-writing skills
• High level of confidentiality and integrity
• Ability to work under pressure in project environments
• Strong interpersonal and conflict-resolution skills
• Proficient in MS Excel, Word, and HR record systems

7. PERSONAL ATTRIBUTES

• Firm but fair
• Highly organised and detail-oriented
• Professional and ethical
• Strong communication skills
• Able to engage both management and site-level staff

8. KEY PERFORMANCE INDICATORS (KPIs)

• Timely recruitment and mobilisation of staff
• Zero labour law compliance breaches
• Reduced disciplinary escalation cases
• Accurate HR records and payroll inputs
• Improved staff discipline and attendance

• Coordinate recruitment for head office, branches, and project sites.
• Prepare job adverts, shortlist candidates, and coordinate interviews.
• Manage onboarding, induction, and deployment of staff.
• Maintain updated organisational structure and staff establishment.
• Coordinate medicals, background checks, and contract issuance.
• Implement and enforce company policies, SOPs, and code of conduct.
• Handle disciplinary processes in line with the Employment Code Act, No. 3 of 2019.
• Prepare disciplinary notices, warnings, and hearing minutes.
• Advise management on labour disputes, grievances, and terminations.
• Liaise with Legal Counsel where disputes escalate.
• Maintain accurate employee records (contracts, NRCs, TPINs, NAPSA, NHIMA).
• Support payroll preparation (leave days, overtime, gratuity, terminal benefits).
• Track employee attendance, timesheets, and site registers.
• Maintain up-to-date leave schedules and balances.
• Ensure compliance with Zambian labour laws and statutory obligations.
• Manage NAPSA, NHIMA, Workers’ Compensation submissions and records.
• Prepare documentation for labour inspections and audits.
• Support redundancy, retrenchment, and severance processes where required.
• Coordinate staff training, inductions, and toolbox talks.
• Maintain training records and certifications (especially for site staff).
• Support implementation of performance appraisals and KPIs.
• Identify training needs across departments and projects.
• Support HSE teams on staff welfare, site compliance, and inductions.
• Coordinate issuance of PPE records in collaboration with site supervisors.
• Manage employee welfare matters (accommodation, grievances, site conditions).
• Prepare HR monthly reports (headcount, absenteeism, disciplinary cases).
• Maintain HR files (physical and digital).
• Draft HR letters: contracts, confirmations, warnings, termination notices.
• Support mobilisation and demobilisation of project staff.

• Strong knowledge of Zambian labour laws
• Excellent documentation and report-writing skills
• High level of confidentiality and integrity
• Ability to work under pressure in project environments
• Strong interpersonal and conflict-resolution skills
• Proficient in MS Excel, Word, and HR record systems

• Bachelor’s Degree in Human Resource Management, Business Administration, or related field
• Membership with Zambia Institute of Human Resource Management (ZIHRM) (mandatory or in progress)