Huachen International Supply Chain Limited (Tera Fleet Management Limited) is currently seeking to employ a Human Resource Secretary in the Human Resources Department to support the effective management of human resource operations for the Kitwe and Chingola offices.

LOCATION:

Kitwe / Chingola

DEPARTMENT:

Human Resources

JOB PURPOSE

The overall purpose of the Human Resource Secretary is to provide administrative and operational support in the implementation and coordination of human resource functions for the Kitwe and Chingola offices. The successful candidate will initially be stationed at the Sakania Office in Ndola for the first two (2) to three (3) months before relocating to Kitwe.

MAIN DUTIES AND RESPONSIBILITIES

1. Recruitment and Staffing

• Coordinate recruitment activities, including preparing job postings, receiving and screening applications, scheduling interviews and communicating with shortlisted candidates.
• Facilitate the onboarding process for newly recruited employees assigned to the Kitwe and Chingola offices.
• Handle HR-related contractual matters for employees based in the Kitwe and Chingola offices, including contract preparation, renewals and expiry tracking.
• Prepare and issue employment contracts for newly recruited employees upon approval by the HR Manager.
• Prepare offer letters, transfer letters and confirmation letters for employees upon successful completion of probation and approval by the HR Manager.

2. Compensation and Benefits Administration

• Monitor and manage employee attendance records for payroll processing.
• Facilitate employee registration and updates with statutory institutions, including NAPSA, NHIMA and TPIN.
• Coordinate the administration of employee benefits and ensure relevant employee information is accurately maintained.
• Prepare and issue payslips to employees in the Administration, Maintenance, Construction and Operations departments based at the Kitwe and Chingola offices.

3. Employee Relations and Compliance

• Respond to employee queries and provide guidance on HR-related matters within the scope of the position.
• Assist in addressing employee grievances and workplace concerns, escalating complex matters to the HR Manager where necessary.
• Ensure HR practices and documentation comply with company policies, employment procedures and applicable labour laws and regulations.
• Maintain proper documentation relating to employee relations matters.

4. HR Records and Information Management

• Maintain and regularly update accurate employee records, both physical and electronic, for the Kitwe and Chingola offices.
• Ensure proper filing, safekeeping and retrieval of employee documents, including contracts, personal records, statutory documents and disciplinary records.
• Monitor contract expiry dates, employee confirmation dates and other important HR deadlines.
• Ensure the confidentiality, accuracy and security of employee information and HR records.

5. Disciplinary Administration

• Prepare and issue disciplinary warning letters to employees who violate company policies, procedures or the employment code of conduct, as authorised.
• Coordinate and facilitate disciplinary hearings for employees based in Kitwe and Chingola in consultation with the HR Manager.
• Ensure disciplinary cases are properly documented and that relevant records are maintained in employees’ personal files.
• Assist in ensuring disciplinary procedures are conducted in accordance with company policies and applicable labour laws.

6. Other Responsibilities

• Assist with the purchase and distribution of mobile airtime for Chinese and local employees based in Kitwe and Chingola.
• Coordinate and organise monthly waste collection payments for Villa 41.
• Attend Labour Office meetings, hearings or summons when assigned by the HR Manager.
• Provide general administrative support to the Human Resources Department as required.
• Perform any other duties as may be assigned by the HR Manager or Management.

QUALIFICATIONS

• Minimum of a Diploma in Human Resource Management, Business Administration or an equivalent qualification.
• Must be a paid-up member of the Zambia Institute of Human Resource Management (ZIHRM).
• Must possess a Grade 12 School Certificate with credits in English and Mathematics.
• Must have at least two (2) years of relevant working experience in Human Resources or a related administrative role.
• Must have a good understanding of Zambian labour laws, HR procedures and statutory requirements.
• Must be computer literate, with good working knowledge of Microsoft Office applications, particularly Word and Excel.
• Must possess excellent communication, organisational and interpersonal skills.
• Must demonstrate a high level of integrity, confidentiality, attention to detail and the ability to work independently.

NOTE:

All interviews will be conducted in person at our Sakania Office in Ndola.

• Coordinate recruitment activities, including preparing job postings, receiving and screening applications, scheduling interviews and communicating with shortlisted candidates.
• Facilitate the onboarding process for newly recruited employees assigned to the Kitwe and Chingola offices.
• Handle HR-related contractual matters for employees based in the Kitwe and Chingola offices, including contract preparation, renewals and expiry tracking.
• Prepare and issue employment contracts, offer letters, transfer letters and confirmation letters upon approval by the HR Manager.
• Monitor and manage employee attendance records for payroll processing.
• Facilitate employee registration and updates with statutory institutions, including NAPSA, NHIMA and TPIN.
• Coordinate the administration of employee benefits and prepare and issue payslips.
• Respond to employee queries and assist in addressing grievances and workplace concerns.
• Ensure HR practices and documentation comply with company policies, employment procedures and applicable labour laws and regulations.
• Maintain accurate physical and electronic employee records and ensure proper filing, safekeeping and retrieval of employee documents.
• Monitor contract expiry dates, employee confirmation dates and other important HR deadlines.
• Prepare and issue disciplinary warning letters, coordinate disciplinary hearings and maintain disciplinary records.
• Assist with the purchase and distribution of mobile airtime for Chinese and local employees based in Kitwe and Chingola.
• Coordinate and organise monthly waste collection payments for Villa 41.
• Attend Labour Office meetings, hearings or summons when assigned by the HR Manager.
• Provide general administrative support to the Human Resources Department and perform other duties as assigned.

• Good understanding of Zambian labour laws, HR procedures and statutory requirements
• Computer literacy and working knowledge of Microsoft Office, particularly Word and Excel
• Excellent communication, organisational and interpersonal skills
• High level of integrity and confidentiality
• Attention to detail
• Ability to work independently

• Minimum of a Diploma in Human Resource Management, Business Administration or an equivalent qualification
• Paid-up member of the Zambia Institute of Human Resource Management (ZIHRM)
• Grade 12 School Certificate with credits in English and Mathematics