Reporting to: Human Resource, Admin and Executive Support Manager
Location: Lusaka, Zambia
Position Overview:
As a Human Resource and Administrative Officer, you will provide comprehensive support to our HR and administrative departments, contributing to the overall efficiency and effectiveness of our dynamic team.
Key Responsibilities
1. Human Resource Support
Payroll Administration:
- Assist in the preparation of the monthly payroll data sheet, ensuring accuracy and completeness of information.
- Verify the accuracy of payroll deductions, including NHIME, NAPSA and PAYE payments.
- Ensure compliance with company policies and legal requirements.
- Coordinate with the finance team to ensure timely payroll processing and resolve any discrepancies or issues.
HRIS Management:
- Manage the day-to-day inputs and administration of the company’s Human Resource Information System (HRIS), under the supervision of the HR and Admin Manager.
- Ensure data accuracy and timely updates in the HRIS, including employee records, attendance, leave management, and payroll data.
- Generate regular reports from the HRIS for management review and decision-making.
Compliance and Policies:
- Assist in ensuring adherence to internal policies, such as the company HR policy, and ensure staff compliance with other related company policies.
- Support the HR and Admin Manager in maintaining compliance with external policies, including local labor laws and regulations.
- Conduct regular audits of HR practices to ensure alignment with company standards and legal requirements.
Record Keeping:
- Ensure accurate and timely maintenance of employee records in both electronic and digital formats.
- Maintain confidentiality and ensure the security of HR data in compliance with company policies and data protection regulations.
Document Preparation:
- Draft and prepare various HR-related documents, including but not limited to offer letters, employment contracts, suspension and termination letters, and records of service.
- Ensure all documents are reviewed and approved by relevant senior managers before distribution.
Recruitment Support:
- Assist in the internal and external recruitment processes, including job advertisement posting, scheduling interviews, and conducting initial screening.
- Coordinate the selection and reference-checking process, ensuring compliance with company policies and procedures.
Employee Relations:
- Act as a point of contact for employee inquiries and concerns, providing guidance and support in line with company policies.
- Assist in organising employee engagement activities and events, fostering a positive workplace culture.
Management Support:
- Support managers in setting Key Performance Indicators (KPIs) and providing employee feedback during annual and quarterly reviews.
- Assist in the development and implementation of performance improvement plans.
New Employee Onboarding:
- Coordinate the onboarding process for new hires, including orientation, documentation, and initial training.
- Facilitate the smooth integration of new employees into the company culture and processes.
Other HR Tasks:
- Support performance management processes, including tracking probationary periods and assisting in employee evaluations.
- Assist with employee exit processes, including conducting exit interviews and preparing necessary documentation.
- Support employee training and development initiatives as the HR and Admin Manager requires.
2. Administrative Support
Administrative Tasks:
- Perform necessary administrative and clerical support tasks, including filing, scanning, and record-keeping.
- Manage office supply inventory, oversee the procurement process, and ensure supplies are stocked and organized.
Communication and Correspondence:
- Handle incoming and outgoing communications, ensuring timely and accurate distribution of information.
- Draft, format, and distribute meeting agendas, minutes, and other relevant documents as required.
Office Coordination:
- Organize and coordinate meetings, including room preparation, logistics, and catering arrangements.
- Assist in the planning and execution of company events and activities.
Facilities Management:
- Oversee the maintenance and cleanliness of the office – including supervising cleaning staff and ensuring a safe and conducive working environment.
- Coordinate with external vendors and service providers for office repairs and maintenance as needed.
Property Administration:
- Manage all aspects of property administration, including contract reviews and renewals, under the direction of the HR and Admin Manager.
- Ensure compliance with legal and statutory requirements for properties.
- Manage property maintenance by engaging with technical staff as required.
Vehicle Administration:
- Oversee vehicle administration, including registrations, insurance renewals, and road tax payments, in collaboration with the Finance Team.
- Coordinate with head driver on vehicle movements and usage
- Coordinate with Head driver to schedule maintenance and service appointments
Staff Events and Well-being:
- Collaborate with other departments to support overall employee well-being
- Coordinate and manage staff events and well-being initiatives focused on enjoyment, team building, and workplace satisfaction.
- Develop programs and activities aimed at enhancing staff morale and retention.
Travel and Logistics:
- Coordinate travel arrangements for staff, including booking flights, accommodations, and transportation.
- Manage travel expense reports and ensure timely reimbursement in collaboration with the finance department.
Compliance and Reporting:
- Assist in preparing and submitting reports related to HR and administrative functions as required by senior management.
- Ensure all administrative practices adhere to company policies and relevant regulatory requirements.
Qualifications and Skills
- Bachelor’s degree in Human Resources, Business Administration, or a related field.
- Minimum of 3 years of experience in a similar HR and administrative role.
- Strong organizational and time-management skills, with a keen attention to detail.
- Excellent communication and interpersonal skills, with the ability to handle sensitive and confidential information.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and HR management software.
- Knowledge of local labor laws and HR best practices.
- Ability to work independently and as part of a team in a fast-paced environment.
How to Apply:
If you are ready to contribute to a company with excellent growth potential and possess the abovementioned skills, please submit your resume and cover letter to recruitment@supamoto.com with the subject line “Human Resource and Administrative Officer. Application: YOUR NAME.”
We welcome candidates who share our commitment to sustainable development, environmental conservation, and global impact.