Human Resource Assistant

Description

Name of the position: Human Resource Assistant

Location:  Mongu, Western Province

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Contract duration: 1 year with possibility of extension

Start Date: As soon as possible)

Line Manager:  Human Resource Coordinator & Safeguarding Focal Point

Application deadline: Applications will be processed on a rolling basis

Please note that due to the high volume of applications, candidates may receive feedback up to 2 months from the date of application.

Salary: Candidates will be informed about the salary range in the beginning of the recruitment process 

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People in Need (www.peopleinneed.net) works in Zambia since 2017 delivering lifesaving and development assistance to vulnerable people in the sectors of nutrition, livelihoods, WASH, environment and good governance. We are part of Alliance 2015, a strategic network of seven European non-governmental organizations engaged in humanitarian aid and development projects. Lear more here: www.alliance2015.org

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

 

POSITION SUMMARY

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The Human Resource Assistant will act as the point of contact for all employees, providing administrative support and managing their queries. Main duties include managing all employees’ records, preparing HR meetings, filing paperwork, answering phone calls and recording all HR weekly updates. He/she will likewise assist in updating employee records and the staff register.

 

Key Responsibilities

 

HR Administration & Records           

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–          Maintain accurate and up-to-date employee records in HRIS and personnel files.

–          Prepare HR documentation including contracts, contract amendments, confirmation letters, and certificates of service.

–          Support onboarding and offboarding processes, including orientation and exit documentation.

–          Ensure proper filing, archiving all documents in Elo and physical files, and confidentiality of HR records.

–          Updating All HR trackers in share point

–          Assist in processing and planning of staff leave days, Napsa, Nhima and TPIN registration for new staff.

Recruitment & Onboarding

–          Support recruitment processes by advertising vacancies, shortlisting candidates, scheduling interviews, and preparing interview documentation.

–          Conduct reference checks and assist with pre-employment verification.

–          Coordinate induction sessions and ensure completion of onboarding checklists

 

Payroll & Benefits Support

–          Assist with payroll preparation by collecting timesheets, leave forms, and payroll changes.

–          Support administration of employee statutory contributions (NAPSA, PAYE, NHIMA, pensions).

–          Collecting of employee Timesheets, checking and ensure they are correct for preparation of payroll

–          Help in processing employees’ Cooperative registrations and updates

–          Maintain leave records and monitor leave balances.

 

Training & Performance Management

–          Support in staff trainings, workshops, and meetings, including logistics and attendance tracking.

–          Support performance appraisal processes and follow up on completed evaluations.

–          Maintain training and performance records.

 

Employee Relations & Compliance

–          Support implementation of HR policies, code of conduct, and disciplinary procedures.

–          Assist in handling employee queries and HR-related issues.

–          Ensure compliance with labour laws, organisational policies, and donor requirements.

 

Accountability and Safeguarding including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH)

–          Carry out the duties in accordance with the PIN Code of Conduct and Key policies

–          Participate in training and awareness raising (CoC and KP, Safeguarding…)

–          Support the implementation of Safeguarding measures.

–          Create and maintain a fulfilling and protective environment.

–          As delegated tasks by your supervisor.

 

Requirements

–          Diploma in Human Resource Management, Industrial psychology , or related field. Bachelor degree will be added advantage.

–          At least 1–2 years’ experience in HR administration or a similar role.

–          Knowledge of HR best practices.

–          Strong organisational, communication, and record-keeping skills.

–          Proficiency in MS Office and knowledge in HRIS or any other HR software systems.

–          High level of confidentiality, professionalism, and attention to detail.

–          Must be team player

 

 Please note that PIN never ask for exchange of material, services or money for employment. 

Benefits
24 annual leave per year
Contributions of Health Insurance (Nhima) as by Law.
Accident insurance for all injuries during work time.
National pension scheme contributions as by law
Extensive Capacity Building program, both internal and external trainings – Induction training.
internal online opportunities, such as access to e-learning platform and webinars
Month contribution for phone tariffs
Annual Staff retreat
International environments with opportunities to learn from other country programs
Paternity leave of 5 days and maternity leave of 14 weeks
Breastfeeding breaks for nursing colleagues
Per diem for working and sleeping outside of duty town depending on the location.
Friendly and fair environment in small collective structure where everyone knows each other.
We have lunch break with meals available at the office (Mongu Office)
2 health breaks per day.
Salaries are according to People in Need Salary scale and shortlisted candidates to be informed about the salaries.

 

People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need Code of Conduct and key policies (available at: www.peopleinneed.net/key-policies-4142gp ). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

 

Are you interested in joining us? Please apply in the link below. Send us your cover letter and CV which includes the contacts on your referees. Ideally, we need the name and email of your two previous line managers and one of HR.