GardaWorld Zambia is recruiting for a Branch Administrator to support Ndola Office.

Key Duties & Responsibilities

1. Administrative Support:
   • Provide administrative assistance to the branch office by managing calendars, scheduling appointments, and organizing meetings.
   • Prepare and distribute documents, reports, and correspondence as needed.
2. Communication Coordination:
   • Serve as the primary point of contact for internal and external inquiries, managing phone calls, emails, and general correspondence.
3. Document Management:
   • Maintain accurate and up-to-date records, including employee files, and other important documents.
   • Ensure confidentiality, security, and compliance with company policies and legal requirements.
4. Financial Management:
   • Assist with basic financial tasks, such as managing petty cash for the branch.
5. Supply Management:
   • Monitor and maintain inventory levels of office supplies, equipment, and uniforms.
6. Human Resources Support:
   • Assist in the recruitment and onboarding process for new employees, including conducting background checks and maintaining personnel records.
   • Collaborate with the HR department to ensure compliance with employment regulations.
7. Branch Operations Support:
   • Perform various operational tasks, such as planning security officer deployments, coordinating assignments, and ensuring compliance with company policies and procedures.
8. Data Analysis and Reporting:
   • Collect, analyse, and prepare reports on branch performance, including employee attendance, client satisfaction, and operational efficiency.
   • Identify areas for improvement and assist in implementing solutions.
9. Staff Welfare:
   • Ensure staff welfare by scheduling uniformed employees to go for their annual leave and attending to their welfare claims and requirements.
   • Assist with pay issues.
10. Staff Records Management:
    • Manage and maintain the staff records and ensure that all employees are registered with NHIMA, NAPSA, and ZRA.
11. Disciplinary Process:
    • Initiate the disciplinary process for Security Officers, track and follow up to closure while liaising with the Operations Manager/HR office to ensure a judgment is achieved as per GWI HR policy, within prescribed time frames.
12. Exit/Clearing Process:
    • Coordinate the exit/clearing process for staff who resign or are dismissed, ensuring proper separation procedures are followed.
13. Deployment of New Security Officers:
    • Deploy new security officers and ensure every new and existing employee has an ID number and card.

Desirable Qualification

• Higher/Post Graduate Diploma in business administration, Human Resource, or equivalent.
• Minimum two (2) years’ experience as HR Assistant, Administrator, or related.
• Demonstrable experience in working with an ERP system. Knowledge of MS Word, Excel, and PowerPoint.
• Working knowledge of existing human resource legislation and policies related to payroll and compensation administration.
• Practical experience with managing communication in a busy office.
• Member of the Zambia Institute of Human Resource Management.