HUMAN RESOURCE ASSISTANT

Job description

JOB ADVERT

HUMAN RESOURCE ASSISTANT

Swiss Guard Security Company Ltd invites applications from suitably qualified candidates to fill the position of HR Assistant. The role reports to the HR Manager and will be based in Lusaka

Position Overview

The HR Assistant provides comprehensive administrative and operational support to the Human Resources Department. This role supports the full HR lifecycle, from recruitment, onboarding, and records management to employee relations, compliance, and training coordination.

The HR Assistant will also act as a liaison between HR and operations teams to ensure seamless management of security personnel across client sites.

Key Responsibilities
1. Recruitment and Selection
Assist in manpower planning and recruitment for various positions (e.g., security guards, supervisors, control room staff, and administrative personnel).
Prepare and post job advertisements on internal and external platforms.
Screen CVs, shortlist candidates, and schedule interviews in coordination with the HR Officer.
Coordinate candidate assessments, background checks, and security vetting (e.g., police clearance, reference verification, and ID validation).
Maintain an updated recruitment tracker and submit periodic reports to the HR Manager.
2. Onboarding and Induction
Prepare offer letters, contracts of employment, and onboarding packages.
Organize induction and orientation sessions for new employees, ensuring understanding of company policies, security procedures, and operational standards.
Maintain accurate employee files (hard and soft copies) and ensure all required documentation is complete.
3. HR Administration and Records Management
Manage staff movement records, transfers, resignations, terminations, and deployments.
Prepare HR-related letters and documentation (confirmation, warnings, promotion, disciplinary, and transfer letters).
Support payroll processing by compiling attendance data, leave records, overtime approvals, and deductions.
Maintain confidentiality of employee information and ensure all records are stored securely.
4. Employee Relations and Welfare
Serve as a first point of contact for employee inquiries and HR-related issues.
Assist in handling employee grievances and coordinate feedback mechanisms.
Support the HR Manager in implementing employee engagement and welfare programs (e.g., recognition, motivation, and health & safety awareness).
Monitor staff discipline, absenteeism, and site behavior reports; escalate cases to the HR Officer or Manager as needed.
5. Compliance and Statutory Requirements
Ensure compliance with labor laws, company HR policies, and industry regulations.
Assist during audits and inspections by regulatory authorities.
Support the implementation of company HR and safety policies across all sites.
6. Training and Performance Support
Assist in identifying training needs and scheduling internal and external training sessions.
Maintain comprehensive training records and attendance logs.
Support supervisors and managers in implementing performance evaluation processes.
Track completion of mandatory training (security awareness, first aid, fire safety, etc.) and report compliance gaps.
7. HR Reporting
Prepare monthly HR reports, including headcount, turnover, absenteeism, and recruitment status.
Qualifications and Experience
Diploma or Bachelor’s Degree in Human Resource Management, Business Administration, or a related field.
Minimum of 2–4 years of HR experience, preferably in the security services, logistics, or facilities management sector.
Knowledge of employment legislation, labor relations, and HR best practices.
Must be a member of the ZIHRM
Core Competencies and Skills
Strong organizational and administrative skills.
Excellent written and verbal communication abilities.
High attention to detail and accuracy in documentation.
Strong interpersonal skills and the ability to work with field-based staff.
Integrity, confidentiality, and professionalism.
Ability to multitask and prioritize in a fast-paced environment.
Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
Working Conditions
Office-based position with regular visits to field sites and deployment locations.
Standard working hours with flexibility to support 24-hour operations when required.
Interaction with guards, supervisors, clients, and management teams.

Candidates meeting these requirements should apply to human.resource@swissguardsecurity.org

enclosing a cover letter and their detailed resume by Monday the 3rd November 2025