HR and Admin Officer

Job description

Job Purpose

To provide hands-on day-to-day HR and administrative support to one of SHEP’s clients under a 1-year HR Consultancy contract. The position ensures seamless coordination of HR operations, establishing robust HR systems, implementing effective administrative systems and providing high-quality client service delivery ensuring full compliance with Zambian labour laws, and building strong people-management structures that promote sustainable organizational growth.

Key Duties & Responsibilities

A. Human Resource Management Support

Support the implementation of the HR workplan as outlined in the consultancy agreement.
Maintain employee records, contracts, and personnel files for the client.
Support end-to-end recruitment processes—including job adverts, shortlisting, interviews, reference checks, and onboarding.
Track probation periods, contract renewals, and performance review schedules.
Coordinate monthly payroll inputs (timesheets, leave, overtime, allowances).
Support development and implementation of organizational structures
Support development and implementation of performance management systems
Support compliance activities including NAPSA, NHIMA, ZRA-PAYE, and statutory filings.
Facilitate employee relations processes and provide basic HR advisory support.
Manage staff leave schedules and update the leave tracking system.
Support culture-building initiatives.
Prepare monthly HR reports for the client and SHEP Lead Consultant.

B. Administrative and Client Engagement Support

Maintain office supplies, equipment, stationery, and service provider schedules.
Coordinate logistics for meetings, trainings, and internal events.
Oversee travel arrangements, accommodation bookings, and workshop logistics.
Support vendor management (quotation, purchase orders, deliveries).
Maintain the client’s asset register and office inventory.
Provide general administrative support to the client’s management team.
Serve as the primary onsite representative for SHEP Consultants.
Ensure client expectations are managed professionally and proactively.
Provide feedback to SHEP Lead Consultant on client needs, risks, and opportunities.
Support with basic workplace safety, security and compliance protocols.
Contribute to SHEP’s internal projects when required (e.g., templates, research, training coordination)

C. Qualifications & Experience

*Minimum Diploma in HRM, Business Administration or related field.

2–3 years’ HR & Admin experience.
Strong understanding of Zambian Labour Laws.
Experience working in HR Consulting or manufacturing is an added advantage.
Minimum of Affiliate member of ZIHRM.

D. Key Competencies

Excellent communication and interpersonal skills.
High confidentiality and professionalism.
Strong organizational and record-keeping skills.
Proficiency in MS Office.
Ability to work with minimal supervision.
Proactive, accountable, and reliable

To apply, please send your application to: shepconsultantslimited@gmail.com.

Please indicate the name of the position in the subject line of the e-mail: HR & ADMINISTRATION OFFICER.