HR and Administrative Assistant

Job description

JOB VACANCY

HR and Administrative Assistant

ABOUT THE ROLE

ORBS is recruiting on behalf of a client in the construction industry for an organised and discreet HR and Administrative Assistant, who will be the first point of contact for the company’s staff. HR administration is the main focus of the role: you will keep employee records accurate, guide staff through day-to-day HR matters, and put company procedures into practice, working closely with management and the company’s external HR consultants. You will also support the smooth running of the office and construction sites.

WHAT YOU WILL DO

HR administration (main focus)

• Maintain employee files, contracts and records of attendance and leave.
• Coordinate onboarding, induction and staff training.
• Prepare payroll inputs and track probation periods and contract renewals.
• Answer routine staff queries and refer complex matters to management and the external HR consultants.
• Keep records of performance reviews, disciplinary cases and grievances.
• Apply approved HR procedures and follow up on outstanding HR actions.

Office administration

• Prepare letters, reports and other documents.
• Keep filing systems organised and confidential records secure.
• Arrange meetings and manage office supplies.

Operations and site support

• Coordinate supplier requests, deliveries and service providers.
• Keep records of equipment, inventory and personal protective equipment (PPE).
• Help maintain site documentation and safety compliance records.
• Visit construction sites when required.

WHAT YOU NEED

Essential

• Certificate or diploma in Human Resource Management, Business Administration or a related field.
• Registered member of the Zambia Institute of Human Resource Management (ZIHRM).
• At least 2 years’ experience in an HR or administrative role.
• Good computer skills, including Microsoft Word, Excel and email.
• Able to report for work at 06:20 daily and travel to construction sites.

Advantage

• Experience in construction or a similar site-based industry.
• Working knowledge of Zambian employment law and payroll processes.

The kind of person we want

• Trustworthy and discreet with confidential staff information.
• Highly organised, with strong attention to detail.
• Approachable, with good written and spoken communication.

HOW TO APPLY

Send a cover letter, a detailed CV, copies orbsjobs@gmail.com with “HR and Administrative Assistant – [Your Full Name]” in the subject line.

Closing date: 10, November 2026]

The client’s name will be shared with shortlisted candidates. All applications are handled in confidence, and only shortlisted candidates will be contacted.