Human Resources Officer

Job description

Development Aid from People to People (DAPP) is inviting suitably qualified and experienced persons to apply for the position of Human Resources Officer, for its Clothes and Shoes fundraising project.

The ideal candidate will be responsible for managing HR operations, recruiting staff for the retail shops as well as the retail office, ensuring compliance with labour laws, and fostering a positive workplace culture across the retail shop locations. 

The position will be based in Ndola.

1.     Job summary/responsibilities

1.1  Participates in the recruitment process, including; posting vacant positions, reviewing Curriculum Vitae’s and employment applications, screening candidates, developing and administering tests and selection tools, coordinating interviews, conducting reference/ background checks, documenting selection outcomes and giving feedback to unsuccessful candidates.

1.2  Conducts on-boarding to integrate new staff members into the DAPP organizational culture and practices, including registration for health insurance, pension, tax obligations, etc.

1.3  Maintains the Human Resource Information System (HRIS): Capturing key employee data and consistently updating it, producing required reports on the due dates, maintaining excellent relationship with provider of the HRIS software and ensuring compliance with relevant legislation.

1.4  Supports the preparation and processing of monthly payroll; by collating and verifying monthly payroll inputs, maintaining accurate payroll records for all employees, responding to payroll-related queries and resolving discrepancies, coordinating with Finance/ Payroll Accountant to ensure timely salary disbursements, tracking contract expirations, salary adjustments and promotions for payroll updates and ensuring confidentiality and security of payroll and all employee information.

1.5  Tracks expiration dates of contracts and probationary periods and drafts confirmation letters, probation period extensions, new contract offers and notices of non-contract offers.

1.6  Maintains up-to-date electronic leave records (annual, sick, maternity, etc.) and ensures proper leave applications, approvals, and balance tracking.

1.7  Provides advice, analysis and guidance on the interpretation of human resources policies and procedures and labour laws.

1.8  Compiles, researches and analyzes data and information to assist management with special projects/ changes.

1.9  Provides assistance with employee relations, such as participating in investigations, analyzing and recommending solutions to resolve basic employee concerns and issues, as well as employee welfare initiatives, events, etc.  

1.10  Facilitates off-boarding of employees; ensuring all exit procedures are complied with; including Certificate of Handover and exit interviews.

1.11 Participates in other adhoc tasks within the HR office, which may include clerical work.

2.     Basic Requirements

2.1  Degree or Diploma in Human Resources Management.

2.2  At least 2 years’ experience for a Degree holder, and 3 years for a Diploma holder. Experience working in a retail environment will be a distinct advantage.

2.3  At least Associate membership of the Zambia Institute of Human Resources Management (ZIHRM), with valid practising licence.

2.4  Strong knowledge of HR policies, procedures, and best practices

2.5  Extensive knowledge of Zambian labour laws and regulations, with a commitment to compliance

2.6  Strong leadership, problem-solving and conflict resolution abilities

2.7  Proficiency in Human Resource Information Systems (HRIS) and HR-related software and tools.

2.8   Proficiency in Microsoft Office Suite, particularly Excel

2.9   Proficiency in managing the payroll cycle within the stipulated timeframe.

2.10  Excellent report writing and communication skills.

2.11  Academic/professional qualifications must be verified by Zambia Qualifications Authority (ZAQA).

3.     Application

3.1  Applications with detailed CV and at least 3 referees must be received by 24th October, 2025.

3.2  The cover letter and CV must be one document, and the applicant’s name must be the name of the document.

3.3  Applicants must indicate in the application letter, the current, or the last gross salary received.

3.4  Indicate the job title as the subject of your email.

3.5  Please submit applications to: hr@dappzambia.org; with copies to otto.phiri@dappzambia org

DAPP is an equal opportunity employer. Please note that only short-listed candidates will be contacted.

Residents of Ndola are particularly encouraged to apply.