HR Officer

Job description

The HR Officer provides day-to-day Human Resources administration, coordination and employee support for the EKN programme.

The role is responsible for implementing HR processes across the employee lifecycle, including recruitment administration, onboarding, employee records management, HR compliance, payroll support, employee relations administration and HR reporting. Working closely with the Manager: People, Culture & Learning, the HR Officer ensures that HR services are delivered efficiently, consistently and in compliance with organisational policies and local labour legislation.

The role acts as a key point of contact for employees and managers on routine HR matters and contributes to a positive employee experience through responsive and professional HR support.

Key Performance Areas

HR Administration and Employee Lifecycle Support

Purpose

Provide accurate and efficient HR administration throughout the employee lifecycle.

Key Accountabilities

• Maintain accurate employee records and personnel files.
• Prepare employment contracts, amendments and HR correspondence.
• Support onboarding and offboarding processes.
• Maintain employee data and update HR systems.
• Process employee changes including transfers, promotions and contract amendments.
• Monitor employee documentation for completeness and compliance.
• Support HR audits and document reviews.
• Maintain employee leave records and HR documentation.

Recruitment and Onboarding Coordination

Purpose

Support recruitment and onboarding activities for programme staff.

Key Accountabilities

• Coordinate recruitment administration and scheduling.
• Prepare recruitment documentation and interview packs.
• Arrange interviews and support candidate communications.
• Conduct reference and background checks where required.
• Prepare offers and onboarding documentation.
• Support induction and orientation processes.
• Monitor probation and onboarding milestones.

HR Compliance and Employee Relations Administration

Purpose

Support compliance with employment legislation, HR policies and employee relations processes.

Key Accountabilities

• Maintain HR records in accordance with organisational and legal requirements.
• Support administration of employee relations cases and disciplinary processes.
• Track employee relations actions and documentation.
• Support implementation of HR policies and procedures.
• Escalate complex employee relations matters to the Manager: People, Culture & Learning.
• Support labour compliance reporting and documentation.

Payroll, HR Systems and Reporting

Purpose

Support payroll administration and HR information management.

Key Accountabilities

• Prepare and submit payroll inputs accurately and on time.
• Maintain HR system records and employee data.
• Support payroll reconciliations and reporting requirements.
• Generate routine HR reports and workforce information.
• Monitor HR system data quality and accuracy.
• Respond to employee HR system queries.

Learning, Employee Engagement and Wellness Support

Purpose

Support workforce development and employee wellbeing initiatives.

Key Accountabilities

• Coordinate training activities and employee learning events.
• Maintain learning and training records.
• Support employee engagement activities.
• Assist with implementation of wellness initiatives.
• Monitor compliance with mandatory training requirements.
• Support communication of learning and development opportunities.

Customer Service and HR Support

Purpose

Provide responsive and professional HR support to employees and managers.

Key Accountabilities

• Respond to routine HR queries.
• Provide guidance on HR forms, processes and procedures.
• Support managers and employees with HR administration requirements.
• Coordinate HR communications and employee notices.
• Maintain a customer-focused approach to HR service delivery.

Key Deliverables

• Accurate and compliant employee records.
• Timely recruitment administration and onboarding support.
• Accurate payroll inputs and HR reporting.
• Effective HR systems administration.
• Timely employee lifecycle processing.
• Compliance with HR policies and labour legislation.
• Positive employee experience and HR service delivery.
• Effective support for learning and engagement initiatives.

Essential

Qualifications, Experience and Competencies

• Diploma in Human Resources Management, Human Resource Development, Business Administration or a related field.

Preferred

• Bachelor’s Degree in Human Resources Management or a related field.
• HR certification advantageous.

Experience

Essential

• Minimum 2-4 years’ HR administration or HR generalist experience.
• Experience supporting recruitment and employee lifecycle administration.
• Experience using HR systems and employee databases.
• Experience supporting payroll and HR reporting processes.
• Understanding of employment legislation and HR administration practices.

Preferred

• Experience within NGOs, INGOs or donor-funded programmes.
• Experience working in Mozambique or Zambia.
• Experience supporting multi-site teams.

Core Competencies

Technical Competencies

• HR Administration
• Recruitment Coordination
• Employee Lifecycle Administration
• Payroll Support
• HR Systems Administration
• HR Reporting
• Records Management
• Compliance Administration

Behavioural Competencies

• Customer Service Orientation
• Planning and Organising
• Attention to Detail
• Communication Skills
• Teamwork and Collaboration
• Problem Solving
• Confidentiality and Integrity
• Adaptability

Personal Effectiveness

• Accountability
• Professionalism
• Reliability
• Initiative
• Learning Agility
• Resilience

Reporting & Team Structure

• Reports to: Manager: People, Culture & Learning

Work closely with: Recruitment Service Providers,Training Providers,Payroll and Benefits Providers, Labour and Regulatory Bodies (where required)

Direct Interface: Country Leadership Team, Line Manager, Employees

Working Conditions

• Employment Type: Full-time
• Location: Zambia
• Travel Requirements: Local and national travel
• Work Requirements: May occasionally require work outside standard hours

Compensation And Benefits

• Competitive salary and performance-based incentives
• Comprehensive benefits (health, retirement, leave)
• Opportunities for growth, leadership, and professional development