Job Summary:

The HR Officer’s main responsibility is to provide the necessary support to the Regional HR Manager and the Country Program Director. This position maintains a high degree of confidentiality and a strong customer service focus. Using His/her knowledge, the incumbent will deal with customers (both internal and external) with high level of maturity, tact and diplomacy. His/her key role is to manage all staff data including information on contracts and other related data, support the Regional HR Manager in administering staff benefit, updating HR system, recruitment, induction, performance management, monitor compliance & implementation of HR policies. The HR Officer must provide excellent customer service, demonstrate initiative, take ownership of responsibilities, and complete projects with positive results.

Responsibilities

• Work with employees and Line Managers (LMs) to ensure adherence to the minimum standards across the employee life cycle (hire to retire)
• Provide recruitment and onboarding support for all new hires to line managers
• Responsible for the full recruitment process (drafting and placing job advertisements, longlisting, arranging and setting interviews, conducting interviews when necessary, conducting new employees’ induction, prepare interview summaries after each interview, reference checks, background check and prepare/compile job offers and contracts, offer new hires
• Ensure there is job request in place, with clear Justifications provided by LMs, uploaded and approved in ICIMS before commencing any recruitment activities.
• Use appropriate media for advertising.
• Ensure timely submission of recruitment information to the Regional HR Manager, Line Managers (LMs) and Country Program Director (CPD).
• Prepare offer letters and contracts for new hire using pre-approved templates for the country program.
• Maintain a database and monitor expiry dates of all staff contract, liaise with global HR and the employee’s line managers, and renew as and when necessary.
• Open individual files for new hires and upload profiles on HR system (SuccessFactors), manage and keep HR system up to date.
• Support improvement of labour productivity e.g. overtime management, leave, allowances etc.
• Ensure compliance to statutory, regulatory or policy requirement.
• Provide first level HR query resolution relating to payroll, benefits, organisation structures, time and attendance and policies, and escalates to Regional HR Manager where required.
• Provide day-to-day performance management guidance to line management.
• Keep track of employee leave utilization for record keeping and accountability.
• Ensure accurate and timely filing of all staff related correspondence.
• Manage and prepare data for Monthly, Weekly and ad hoc reports to the Regional HR Manager.
• Liaise with the Regional HR Manager, LMs and CPD to conduct manpower planning for each financial year.
• Manage all staff benefit administration. Liaise with Brokers, Medical Insurance and Provident for uploading and withdrawing of employees. Address queries from managers and staff on their benefits.
• Manage all documentation related to the administration of staff contracts, benefits and maintain adequate records of all correspondence.
• Manage Exit process of employees;
• Administering employee exit procedures, that is in terms of employees’ resignations, retirements, death, dismissals, termination and expiries of contracts of employment; terminal benefits calculations, exit interviews, staff clearances and handover processes.
• Compile and draft all HR related letters.
• Confirm employee work statuses with the highest confidentiality.
• Prepare and communicate any payroll changes with Regional HR Manager, global HR and finance liaisons on or before 10th of every month.
• Support the implementation of identified staff training, development activities and Process staff development requests including education reimbursement requests and submit to the Regional HR Manager for approval.
• Assists in researching and collecting data to inform HR decisions and strategy when required.
• Compiling of budget implications on staff costs and keep record of changes – increases, promotions, new roles.
• Support, guide and advise management of disciplinary and grievance issues and assist through the process;
• Co-ordination of the disciplinary proceedings, ensuring that all issues are handled as prescribed by the law and that rules of natural justice are complied with.
• Advise line managers and other employees on employment law and AHF employment policies and procedures.
• Communication and orientation of all human resource policies and procedures to ensure all staff are fully aware and up to speed at all times.
• Administer the injury on duty process.
• Attend relevant staff meetings to communicate important HR related information
• Provide day-to-day performance management guidance to line management.
• Performs other related duties as assigned.

SKILLS AND BEHAVIOURS

• Accountability: Holds self-accountable for making day to day decisions, managing resources efficiently, achieving and role modelling AHF values
• Ambition: Future orientated, solution oriented and takes initiative
• Collaboration: Approachable, good listener, easy to talk to; builds and nurtures effective professional relationships with colleagues, staff and external partners. Values diversity and different people’s perspectives, able to work cross-culturally.
• Creativity: Develops and encourages new and innovative solutions
• Integrity: Honest, encourages openness and transparency, builds trust and confidence. Displays consistent excellent judgement.
• Excellent organizational skills: including scheduling, prioritizing, tracking, and reporting on progress.
• Proven success providing excellent client service to employees on HR matters across a wide range of HR disciplines.
• Track record of bringing a solution-oriented approach to partnering with clients and teammates.
• Demonstrated effectiveness working efficiently, productively, and with urgency in a fast-paced environment.
• Proven skill applying analytical reasoning and sound judgment.
• Must pay close attention to detail, deadline orientated, and goal driven Flexible and agile move to skills and behaviour
• Excellent written and oral communication move to skills and behaviour
• Must be sensitive to our patients and issues surrounding HIV/AIDS

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s Degree or equivalent in Human Resource Management (Honours degree advantageous)
• Minimum 10 years’ experience in general HR Officer / Advisor / Specialist position with proven technical skills in general HR best practice including sound knowledge of Zambia employment law
• Must have at least 5 years shared services experience
• Cross border / oversees experience highly advantageous
• Demonstrated ability to work in multi-cultural situations using a collaborative approach
• Proven ability to handle challenging workload
• Strong commitment to AHF values
• Cross-cultural experience, understanding and sensitivity.
• Excellent interpersonal and written and oral communication skills.
• Computer literate, with high degree of proficiency and productivity.