Job Details

Job Description

POSITION: ADMINISTRATION ASSISTANT

REPORT TO: HUMAN RESOURCES MANAGER

Job Summary:

The Administration Assistant will support the Human Resources department with administrative tasks, employee relations, and the coordination of wellness and safety initiatives. This role will assist with recruitment, onboarding, compliance, and ensuring the health and safety of employees. The
Administration Assistant will also manage wellness programs, and contribute to maintaining a healthy workplace environment.

Key Responsibilities:

Administrative Support:

• Assist in the daily operations of the HR department, managing calendars, scheduling meetings, and responding to employee inquiries.
• Maintain and update employee records in HR databases, ensuring compliance with company policies.

Recruitment and Onboarding:

• Support the recruitment process by posting job openings, screening resumes, scheduling
  interviews, and coordinating communication with candidates.
• Assist in delivering employee onboarding sessions, ensuring new hires are familiar with
  company policies, procedures, and available training resources.
• Guide new hires through the completion of required compliance and job-specific training.

Employee Records and Documentation:

• Maintain up-to-date records of employees’ personal details, job changes, benefits, and
  leave requests.
• File and archive HR documents in both digital and physical formats in compliance with
  company policies and legal regulations.

Training and Development Coordination:

• Assist in the creation and implementation of employee training and development programs.
• Schedule and organize training sessions, ensuring alignment with the company’s strategic
  goals.
• Maintain training records and track the progress of employees in various training programs.
• Support the HR team in identifying training needs based on performance appraisals, employee feedback, and management recommendations.

Payroll and Benefits Assistance:

• Support payroll operations by tracking attendance, processing timesheets, and ensuring
  timely submission of payroll data.
• Assist employees with benefits enrollment and handle queries related to leave, benefits,
  and HR policies.

Wellness Programs and Health Initiatives:

• Coordinate quarterly wellness programs, including health talks, checkups, and fitness
  activities, ensuring they complement broader employee development goals.
• Assist in scheduling and coordinating bi-annual food handler medicals for relevant employees.
• Maintain health and safety training records and ensure that first aid boxes are stocked and accessible in all departments.

Health and Safety Compliance:

• Regularly refill and maintain first aid boxes across the workplace, ensuring they meet
  health and safety standards.
• Assist with other health and safety initiatives, including workplace audits and reporting
  on safety compliance.

Compliance and Reporting:

• Ensure compliance with labor laws, health regulations, and company policies, assisting in
  the preparation of reports and audits.
• Support in the development and revision of HR policies, employee handbooks, and health & safety manuals.

Employee Relations:

• Serve as a point of contact for employee queries regarding HR policies, wellness programs, and health & safety guidelines.
• Assist in organizing company events, recognition programs, and employee wellness initiatives.

Qualifications:

Education:

• Grade 12 Certification
• Diploma or degree in Human Resource Management, Business Administration, or a related field.

Experience:

o 1-2 years of experience in an HR or administrative role is preferred.

Skills:

• Strong organizational and multitasking skills with a keen attention to detail.
• Proficiency in MS Office (Word, Excel, PowerPoint) and HR software (e.g., HRIS).
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.

Other Requirements:

• Familiarity with HR policies, wellness initiatives, and labor laws.
• Knowledge of workplace health and safety standards.
• Experience coordinating wellness or health programs is an added advantage.
• Certified copies of professional and academic documents by Zambia Qualifications Authority.
• Must be a member of the Zambia Institute of Human Resource Management (ZIHRM)

For more info or to apply, contact the Human Resources Manager: [email protected]

Closing 31st October 2024