HR & Admin Coordinator

About the Role

The HR & Admin Coordinator will provide comprehensive human resources and administrative support for the Country Office, operating under the direct supervision of the Head of HR, Admin, and IT. Located in Lusaka, this role focuses on delivering high-quality services including contract management, payroll, benefits administration, staff welfare, recruitment, and staff development. The coordinator is also responsible for offering operational support to both managers and staff.

Core Responsibilities

• Collaborate closely with the Head of HR to develop and regularly update the Country Office induction package, ensuring distribution to all new hires prior to their start date and accessibility for all staff.
• Plan and organize induction schedules in coordination with functional heads and project managers, managing onboarding processes including online training and document filing.
• Maintain a mandatory training tracker, providing weekly updates to the Head of HR.
• Assist with HR staff planning and manage recruitment campaigns by partnering with hiring managers to meet staffing needs effectively, including headhunting via LinkedIn and CV databases.
• Ensure compliance with data protection standards for all recruitment records.
• Prepare monthly HR reporting for payroll and senior management, maintaining organized, compliant personnel, medical, insurance, and recruitment files in collaboration with the HR Assistant.
• Conduct exit interviews alongside the Head of HR and contribute recommendations to senior management.
• Participate in the development and revision of HR policies, procedures, and processes to guarantee efficiency, cost-effectiveness, and legal compliance.
• Update and maintain staff lists and organizational charts for the Zambia Country Office.
• Conduct staff training sessions on key HR policies including Code of Conduct, Anti-Sexual Harassment, and Diversity and Inclusion.
• Lead data quality management of the HR Information System (HRIS) working cooperatively with the HR Assistant, ensuring timely updating of employee records and confidentiality.
• Manage employment contract preparations, probationary monitoring, and benefits contract tracking involving insurance and other staff benefits.
• Coordinate with Finance and Supply Chain to secure cost-effective services from benefits providers.
• Identify organizational training needs through collaboration with line managers and the Head of HR, develop annual Learning and Development plans, monitor budgets, and evaluate training results.
• Support payroll instruction preparation and staff timesheet accuracy with Finance and HR colleagues.
• Oversee administrative budget tracking, lease renewals, relationship management with suppliers, travel arrangements, and visa processing.
• Provide leadership, mentorship, and performance management to teams including coaching and professional development.
• Serve as backup to the Head of HR, Admin and IT during absences.

Organizational Values and Behaviors

• Accountability: Taking ownership of decisions, resource management, and upholding organizational values.
• Ambition: Setting challenging goals, fostering personal and team growth, and strategic thinking.
• Collaboration: Building diverse and effective relationships, being approachable and open.
• Creativity: Encouraging innovative solutions and disciplined risk-taking.
• Integrity: Maintaining honesty, transparency, and openness.

Qualifications and Experience

• Bachelor’s degree in Human Resources Management or Social Sciences from a recognized university.
• Minimum seven years’ experience in HR and administration within corporate or NGO contexts, with at least five years in a middle management role.
• Registered as an Associate Member with the Zambia Institute of Human Resources.
• Strong expertise in generalist HR functions and employee benefits management.
• Strategic leadership ability to inspire and achieve results in challenging environments.
• Experience in developing and utilizing HR metrics.
• Exceptional attention to detail, adherence to procedures, and meeting deadlines.
• Proven capacity to work effectively within ethnically diverse and geographically dispersed teams under pressure.
• Competency in training delivery and facilitation.
• Excellent teamwork skills and relationship building across organizational levels.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and internet research.

Additional Information

Save the Children is committed to safeguarding and does not tolerate any forms of exploitation, abuse, or harassment. All employees are expected to uphold these standards. The organization promotes diversity, equal opportunity, and rejects discrimination of any kind. The position reports to the Head of HR, Administration and IT and directly supervises the HR & Admin Assistant.