Human Resource Officer

Job description

Background

Mafisa is a Zambian non-profit organisation established in 2018. Mafisa is working at scale to strengthen rural livelihoods, with a particular focus on livestock-based and natural-resource-dependent communities in remote areas of Zambia. Mafisa delivers integrated programmes spanning livestock production and health, rangeland and water management, savings and enterprise, community governance, and emerging climate and carbon finance mechanisms.

The Mafisa team is committed to building an impactful and respected programme. 

Job Summary 

The purpose of the Field Human Resources Officer is to provide effective, timely and confidential HR support to employees and managers based in the project area Mwandi, Sesheke, Mulobezi, Sioma, Shangombo and Nalolo. The Field HR Officer will serve as the primary HR focal point for field-based employees, supporting the implementation of HR policies, procedures and processes at field level and ensuring that employee-related matters are appropriately documented, addressed and escalated to the Human Resources Manager in Lusaka.

The role will support the HR department by providing accurate and timely field-based information on employee matters, including attendance, leave, employee relations, recruitment, onboarding, performance management, disciplinary matters, staff welfare and other HR issues. The position requires a high level of confidentiality, professionalism, sound judgement and the ability to work independently in a field environment while maintaining close communication with the HR Department in Lusaka.

Key Responsibilities

Employee Relations and HR Issues

• Serve as the primary HR contact for employees and supervisors at the Mwandi Field Office and other assigned field locations, providing first-line guidance on Mafisa policies, procedures, and terms and conditions of employment.
• Communicate HR policies, procedures, announcements and initiatives to field-based employees and support their effective implementation.
• Serve as the focal point for employee welfare, wellness, engagement and employee relations matters, including receiving, documenting and providing first-line support on concerns, complaints and grievances.
• Support disciplinary and grievance processes by coordinating meetings, preparing documentation, taking minutes and maintaining appropriate records, while promptly escalating complex, sensitive or high-risk matters to the HR Manager.

Recruitment and Onboarding

• Prepare employment contracts, Service Level Agreements, confirmation letters and other HR correspondence as directed by the HR Manager.
• Support recruitment for field-based positions in coordination with the HR Manager and hiring managers.
• Assist with vacancy advertisements, application management, interview scheduling, interview documentation and recruitment records.
• Coordinate onboarding and HR orientation for new field employees.
• Ensure that new employees complete the required employment and HR documentation.

Payroll and HR Data Support

• Maintain accurate, confidential and up-to-date employee records and ensure timely submission of required HR documentation to the HR Manager in Lusaka.
• Prepare and submit monthly reports on new employees, including employees engaged under Service Level Agreements.
• Provide accurate and timely HR information required for payroll processing.
• Notify the HR Manager of changes affecting payroll, including new appointments, exits, transfers, changes in employment status and other approved changes.
• Support the resolution of payroll-related employee queries originating from the field.
• Maintain accurate HR databases, trackers and supporting documentation by
• Monitoring and maintaining attendance and timekeeping records for field-based employees.
• Maintain the field leave tracker and monitor employee leave balances.
• Submitting monthly attendance, leave and workforce reports to the HR Manager within agreed timelines.
• Highlight attendance, absenteeism, leave or staffing concerns requiring management attention. 
• Monitoring and reporting employee movements, including appointments, transfers, promotions, contract changes, resignations and exits.
• Support monitoring of staffing levels and workforce movements across field locations.

Performance, Training and Staff Development

• Alert the HR Manager to recurring performance concerns or delays in performance management processes.
• Support the identification and coordination of field-based training and development activities.
• Maintain training attendance records and other relevant documentation.

Confidentiality and HR Compliance

• Maintain strict confidentiality and proper custody of employee and organisational information.
• Ensure personnel records are accessed only by authorised persons.
• Exercise sound judgement when handling sensitive employee and workplace matters.
• Support the implementation and compliance of Mafisa HR policies, procedures and applicable employment requirements.
• Immediately report any suspected breach of confidentiality, policy violation or other significant HR risk to the HR Manager.

Qualifications and Experience

• Diploma in Human Resource Management, Industrial Relations, Business Administration or a related field.
• Membership of the Zambia Institute of Human Resource Management (ZIHRM), or eligibility for membership, is an added advantage.
• At least 2–3 years’ relevant HR or administrative experience, preferably in an NGO, development organisation, field-based or multi-location environment.
• Practical experience in HR administration, employee relations, recruitment and HR record management.
• Strong organisational and record-management skills.
• Good understanding of HR administration and employee relations.
• Excellent written and verbal communication skills.
• Good working knowledge of Microsoft Office, particularly Word and Excel.

Working Environment

The Field Human Resources Officer will be based at the Mafisa Mwandi Field Office and will work closely with field management, supervisors and employees across Mafisa’s operational areas. The position will require regular communication and reporting to the Human Resources Manager based in Lusaka and may involve travel to project sites and other field locations to provide HR support.

The Field HR Officer is expected to operate as the link between field employees and the central HR function, ensuring that employee matters are identified early, appropriately documented, addressed at the appropriate level and escalated to Lusaka where necessary.

Qualified candidates within Mwandi and nearby towns are strongly encouraged to apply. Send your Application to hr@mafisa.org; the deadline is 5 September 2026