Human Resources Assistant

Development Aid from People to People (DAPP) is a nationally registered NGO working with development projects within the field of education, health, agriculture and other poverty alleviation programmes. Projects are carried out in all the provinces of Zambia reaching over 1 million people. Key funding partners include the Government of Zambia, national and international development organisations (USAID, EU, Global Fund, WFP and more) as well as private sector organisations.

Due to an increase in staff, DAPP in Zambia is looking to engage a competent Human Resources Assistant for its HIV Prevention in the Military project, run in collaboration with the Department of Defence (DoD).

The position will be based in Ndola.

Job Summary

The position is part of the DAPP Zambia Human Resources (HR) team. The Job holder is the Project’s main point of contact for all HR matters and performs generalist HR and clerical duties for the Project including records management.

1.       Main roles and responsibilities

1.1    Facilitates and participates in the recruitment and selection process according to set policies and procedures

1.2    Ensures all local contracts are attested by the local labour office

1.3    Plans and conducts new employee orientation to foster positive attitude toward project and organizational objectives

1.4    Manages and tracks all contracts, liaising with various supervisors on the way forward, upon expiry of contracts.

1.5    Ensures that leave plans for each employee are submitted at the beginning of the year/contract: Monitors leave accruals and tracks all leave taken monthly.  Ensures all leave applications are duly signed and filed in employee personnel files

1.6    Ensures each employee completes Time-sheets at the end of the month, and submits the same to Accounts department, with copy to national HR office.

1.7    Ensures that all personnel files are updated at all times, including ensuring that all audit requirements are adhered to.

1.8    Responsible for tracking staff performance and development; ensuring that all performance plans, coaching sessions are recorded, and final appraisals are on file.

1.9    Ensures that all personnel files have all necessary documentation as per personnel file checklist.

1.10 Serves as the link on Human Resources (HR) matters between the project and national HR office.

1.11 Takes responsibility to ensure that project-wide and personal performance reviews are done at the scheduled times, without fail

2.       Qualifications

2.1    Minimum Diploma in Human Resources Management, Business Administration or equivalent

2.2    Member of the Zambia Institute of Human Resources Management, with valid practicing licence

2.3    At least two (02) years’ experience in Human Resources

2.4    Operational knowledge of human resource information management system(s) will be an advantage

3.       Preferred qualities

3.1    Good understanding of Zambian labour laws

3.2    Strong interpersonal and team building skills

3.3    Exceptional planning and time management skills, and ability to multitask with ease, adapting to frequently changing priorities

3.4    Strong written and oral communication skills, including the ability to make a presentation

3.5    Good negotiating and conflict resolution skills

3.6    Ability to maintain a high level of accuracy and confidentiality concerning employees and employee records

3.7    Competence using common desktop applications and internal systems

4.       Application Method

4.1    Applications with detailed Curriculum Vitae (CVs) and minimum 3 referees must be received by 27th October, 2023

4.2    The cover letter and CV must be one document, and the applicant’s name must be the document title.

4.3    Indicate the job title, Human Resources Assistant – DoD project, as the subject of your email.

4.4    Please indicate your current, or last salary and benefits in the cover letter.

4.5    Do not attach certificates and other documentation at this stage.