Job Details

Job Description

PURPOSE OF THE ROLE:

The Human Resources (HR) Assistant supports the Human Resources Manager with the day to day HR functions and duties at the Site.

KEY DUTIES:

• Manage the filing of all employee pre-employment documents into each and every new employee’s personal file e.g. letter of application, CV, Certificates.
• Manage the filing of all mandatory documentation in staff personal files. e.g. letter of offer, contract of employment, signed copy of job description, signed copy of Code of Conduct, signed copy of JDs.
• Attend to employee queries and clarify queries in line with set guidelines and advice from the HR Manager.
• Receive overtime claim forms from staff and investigate any possible inaccuracies.
• Prepare payroll input for onward submission to HR Head Office by the 15th of every month or as advised by Payroll: salary sign in cards for new employees, separation for employees who have terminated, etc.
• Assist employees with application of all leave on BambooHR System
• Ensure all leave applications in Excel Spreadsheet tally with BambooHR Leave Schedule. Any errors should be sent to Senior HR Officer for corrections
• Keep an Excel Spreadsheet of new employees, transfers, terminations and changes in job classifications.
• Distribute all HR forms as and when required by both staff and management.
• Conducting orientation of all new staff at the Clinic.
• Process and scan documents as requested by the Senior Human Resource Officer.
• In liaison with the Senior Human Resource Officer, administer some disciplinary cases at the clinic.
• Ensure the HR Database and Organization Structure is up to date.
• Be aware of staff duty rosters for purposes of administration, fire evacuation and emergency.
• Assist Clinic Management on organization of social functions like the Labour Day, Christmas Party etc.
• In liaison with the Senior Human Resource Officer, coordinate job interviews held at clinic level.
• Explain Company Policies to employees and the rest of the clinic management staff.
• Distribute labour related mails to any relevant authorities as directed by Management.
• Manage part of the induction programme to ensure speedy settlement of new employees.
• Prepare all HR Reports: Weekly and Monthly as per format provided
• Notify the Senior HR Officer when an issue or incident arises with a staff member.
• Perform any other duties assigned by the HR Manager/ Clinic Manager as part of your role.

Requirements :

• Minimum qualification of a Diploma in Human Resources, Business Administration, or a related field.
• Membership with the Zambia Institute of Human Resource Management (ZIHRM).
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Sheets.
• Minimum of 2years work experience
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to maintain high levels of confidentiality