Overview
The Human Resources and Administration Officer works closely with the Director of Human Resources and Administration to provide Human Resources and Administration support to the Jhpiego office for the effective delivery of Human Resources and Administration services and functions. Shall provide oversight to all administrative aspects for Jhpiego’s Country office and Field Offices. This includes advising line managers and staff on all Human Resources and Administrative matters and policies: recruitment, performance management, HR administration, sub-contracted services, Landlord, and other office service providers, and employee relations in accordance with the HR policies. The HR Officer will also ensure compliance with the Zambian labour laws.
Responsibilities.
Assist the HR Director in the recruitment process, including review of job descriptions, screening of applications, interview and selection process, reference checks, and
Salary survey input and salary determination for new hires in conjunction with the Director of Human Resources and Administration
Placement of adverts in consultation with recruiting managers in ICIMs and in the media to fill vacant positions.
Provide advice to staff and supervisors on various HR and Administrative policies, and good practices for effective and motivated staff.
Serves as the contact for Landlords and other office providers, including cleaning Services, security, Council/Local Municipal Authority certification, and in-country Jhpiego registration
Draft all administrative-related Technical Services Contracts (TSCs) and memorandums of Understanding (MoUs)for review by the supervisor and have them by the Jhpiego Home Office and Country Director and ensure proper filing and arching of documentation.
Oversee the review and renewal of the Jhpiego Medical Insurance scheme; Provide day-to-day administration of staff benefits and answer queries from staff regarding
Coordinate onboarding (orientation) of new staff with other departments to support the learning process of new employees and follow up with new staff to ensure adaptation and identify problem areas.
Maintain up-to-date employee records in both electronic Jhpiego Management Enterprise System (JEMS and iCIMS) and hard copy files, and ensure the files are complete and all required documentation is maintained in a confidential and secure manner.
Assist the HRA Director in ensuring that all staff complete their performance appraisals accurately and timely in JEMS and follow up on missing appraisals.
Prepare payroll for the Country Office
Maintain up-to-date employee records in both electronic Jhpiego Management Enterprise System (JEMS and iCIMS) and hard copy files, and ensure the files are complete and all required documentation is maintained in a confidential and secure manner.
Responsible for drafting, processing, and maintaining records of staff contracts and consultants.
Collaboration with the local legal Counsel on labor–related matters as may be necessary to avoid litigation, as directed by the Director of Human Resources and Administration
Mitigate and resolve human resource conflicts and issues, seeking assistance and guidance from the Director of Human Resources and Administration or other senior staff
Terminal calculation for the end-of-staff employment contracts and circulation for approval to facilitate payment.
Allocate workspaces and accessories to new employees and ensure the proper filing and archiving of documents. This will include security, grounds maintenance, phone contracts, office equipment, cleaning and sanitary services, garbage, electricity, water, and all utilities, the gen set, and fire extinguishers.
Review and trigger Lease renewals for both offices with landlords and keep a schedule that tracks expiry and renewal periods for all leases and all service contracts.
Ensure that all offices, conference rooms, and surroundings are well-cleaned and maintained
Update administrative policies and communicate to staff all administrative charges.
Trigger procurement for all office stationery/consumables for both the country office and the Field offices.
Assist in the administration of HR Policies, addressing staff grievances, and handling disciplinary issues within policy and labor laws to avoid litigation.
Coordinate the staff welfare initiatives and all staff events; staff recognition awards, staff retreats, team building and meetings, and wellness activities.
Oversees the implementation of the administrative operating systems for the country office, compatible with
Required Qualifications
Bachelor’s degree preferably in the field of Human Resources Management, Business Administration, Social Science, Management, or a related field.
Ability to gain the trust and confidence of colleagues to handle confidential matters discreetly and have experience in conflict resolution.
Demonstrate ability to implement and manage all aspects of the Human Resources and Administration function in line with current practices and trends
Must have a Post Graduate Diploma in Human Resources
Minimum 5 -6 years relevant
In-depth knowledge of Zambian labour
Good computer skills, particularly use of Human Resources Information
Excellent organizational skills, including the ability to
Excellent interpersonal and communication skills
Be of high integrity and have a sense of
Computer skills including demonstrated hands-on experience with MS Word, MS PowerPoint, and MS
Proficiency in both written and spoken
Member of the Zambia Institute of Human Resources
Please note that all professional qualifications should be certified by the Zambia Qualifications Authority
Applicants must submit a single document for upload to include: cover letter, resume and reference
For further information about this post and Jhpiego, visit our website at www.jhpiego.org
Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.
Jhpiego is an Affirmative Action/Equal Opportunity Employer
Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.
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