Wednesday, November 11, 2015

HUMAN RESOURCES ASSISTANT

Job Title: Human Resources Assistant
Concern Worldwide is an International humanitarian NGO working in Zambia since 2002. Concern’s Programmes focus on the extreme poor and work to improve nutrition, increase agricultural production, empower women and promote livelihood security and resilience in Central and Western Provinces. Gender equality and HIV & AIDS are mainstreamed within all Concern’s programmes.
We are currently looking to recruit a Human Resources Assistant for our head office in Lusaka. The post holder will provide support and assistance to the Director Systems with the HR function and will assist in ensuring effective performance of the HR function across the organisation. Concern is an equal opportunity employer and would welcome applications from qualified women.
Main duties and responsibilities:
Files and reporting
  • To maintain staff HR files, updating on an on-going basis to ensure all files contain the necessary data within HR audit requirements
  • Updating of new staff and departing staff checklists for the staff HR files.
  • To maintain key HR files (job descriptions, employee requisition forms (full file system to be developed)
  • Prepare the monthly headcount report for submission to the head office
Tracking and monitoring
  • Leave monitoring – to track the utilisation of all leave types and record this data and to prepare quarterly summary reports.
  • Leave applications – to verify leave day balances for all staff prior to leave forms being approved.
  • Probationary period monitoring –to remind line managers of probationary period evaluations at least one month before completion of the period and ensure that relevant paperwork is submitted to HR in good time.
  • Performance Development Review tracking – to remind line managers of due dates for the PDR processes
  • Contract end dates – send out reminders to all line managers on contract end dates for the staff they manage.
Recruitment
  • To assist with the design of job vacancy notices.
  • To assist with Initial screening for short listing using the short listing matrix.
  • Contacting candidates for interview.
  • To serve as a member on selected interview panels.
  • To liaise with relevant staff to ensure all logistics are in place for interviews.
  • Responding to candidates who have not been successful after interview.
Documentation
  • Drafting of new contracts of employment and other HR related communication
  • Revision of job descriptions in collaboration with the Director Systems.
Induction
  • Coordinate induction activities for new staff members
  • To forward key documents discussed during the induction to new staff members
  • To solicit feedback on the induction process.
  • To work with Director Systems to develop the induction materials used
Staff Training and Development
  • Collation of information from the ‘Personal Development Action Plan’ part of the PDR form.
  • Assist with the development of the staff training and development plan
  • Research on training options, courses and institutions in Zambia.
  • Follow up work with staff members and line managers to gather feedback on trainings attended and also look at impact.
Health Insurance
  • To provide information on the health insurance scheme to staff members, as well as updates and changes e.g. list of service providers etc.
  • To check health insurance invoices and prepare payment documents
Communication and Field Visits
  • In collaboration with the ACD S to develop a communication strategy for HR
  • Field visits to Concern Zambia offices to hold general question and answer sessions with staff in relation to HR policies, the HR manual, terms and conditions of employment etc.
Requirements:
  • Diploma in public or business administration
  • HR qualification preferred
  • Knowledge of Zambian Labour Laws
  • Membership with the ZIHRM
  • 2 years experience in a similar position
  • Good level of IT literacy
  • Good report writing skills.
  • Excellent interpersonal and communication skills
Behavioural Competencies:
  • Ability to work independently and on own initiative
  • Ability to collaborate with team members to achieve organizational goals by being flexible and responsive to changing events and demands.
  • Effective under pressure.
  • Ability to work to deadlines ensuring attention to detail
Application procedure:
Applications, in the form of a cover letter and CV only, should be sent via e-mail to the following: hr.zambia@concern.net with the job title clearly stated in the subject line.
The deadline for receipt of applications is 17 hrs. on Wednesday 24th June, 2015.  Please note that only shortlisted candidates will be contacted.
Concern has a Code of Conduct and a Programme Participant Protection Policy to ensure maximum protection of programme participants from abuse and exploitation.
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