HR & Administration Coordinator

About the Role

Serving under the direction of the Head of HR, Admin, and IT, the HR & Administration Coordinator plays a pivotal role in providing comprehensive HR and administrative support within the Country Office. The position is stationed in Lusaka and focuses on a broad range of HR functions such as managing employment contracts, payroll, employee benefits, staff welfare, training and development initiatives, and handling senior recruitment processes. The Coordinator also provides critical operational assistance to managers and staff to ensure smooth HR and admin operations.

Responsibilities

• Partner with the Head of HR to refine and disseminate a comprehensive induction package to ensure all new hires and existing staff have access to onboarding materials.
• Arrange and deliver induction programs in coordination with department heads and project managers, including online training courses and documentation management.
• Maintain and update mandatory training trackers, sharing progress reports weekly with senior HR leadership.
• Support HR workforce planning and collaborate with hiring managers across departments to conduct effective recruitment campaigns, including sourcing candidates via LinkedIn and CV databases.
• Ensure recruitment documentation complies with data protection regulations.
• Assist in preparing monthly HR reports for payroll and senior management teams, overseeing compliant and organized filing systems for personnel, medical, insurance, and recruitment records.
• Coordinate exit interviews and deliver insights to senior management based on findings.
• Contribute to reviewing and developing HR policies, ensuring legal compliance and operational efficiency.
• Maintain up-to-date staffing lists and organizational charts for the Zambia country office.
• Educate staff on HR policies such as Code of Conduct, Anti-Sexual Harassment, and Diversity and Inclusion policies.
• Lead HR Information System (SCI HRIS) data accuracy, updating employee records and collaborating with support teams to resolve system issues while protecting data confidentiality.
• Manage contract preparation, probation processes, and keep meticulous tracking of insurance and benefits renewals to ensure timely renewals and communications.
• Collaborate with finance and supply chain teams to achieve cost-effective management of staff benefits.
• Assess training and development needs through performance appraisals and strategic gap analysis, developing an annual learning and development plan.
• Monitor the learning and development budget and evaluate training outcomes alongside management.
• Prepare detailed monthly HR metrics to aid management decision-making and contribute to global HR scorecard reporting.
• Support payroll preparation for both local and global staff, assuring accurate staffing effort and timesheet completion.
• Oversee administrative expenditure, lease renewals, procurement processes, travel arrangements, and visa management, ensuring adherence to budget and operational needs.
• Supervise and mentor administrative staff, driving performance management, goal setting, coaching, and professional development.
• Act as a deputy for the Head of HR, Admin and IT during absences or official duties.

Governance and Values

The organization enforces strict safeguarding policies to prevent exploitation and harassment, requiring all employees to uphold these standards. It promotes diversity, equity, and inclusion by banning discrimination in any form.

Qualifications and Experience

• Bachelor's degree in Human Resources Management or Social Sciences from a recognized university.
• At least seven years of professional experience, with five years at a middle management level in HR and Administration.
• Membership as a minimum Associate level with the Zambia Institute of Human Resources.
• Demonstrated thorough knowledge of generalist HR functions including employee benefits administration.
• Strategic leadership capabilities with proven success in inspiring teams under challenging conditions.
• Experience developing HR metrics and attention to procedural compliance and deadlines.
• Ability to thrive in diverse teams and high-pressure environments with strong facilitation and training skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and online research skills.