Our client, an NGO that works to support the creation of an enabling environment that ensures children and young people grow up with the care, relationships and support they need to become their strongest selves, is looking for a Human Resource and Organization Development Manager to join their team.
The Human Resource and Organization Development Manager will be responsible for building a strong and aligned human resource base to ensure that organizational objectives can be fully supported.

Key Tasks and Responsibilities

Strategy Delivery

• Be the lead in conceptualizing, designing and implementing the people strategy to meet the Zambia Office needs.
• Promote the application of organizational values, legal and ethical standards, and good management practices.
• Support the development of a stable, committed and high-performing workforce.
• Support staff and line managers with change management while facilitating necessary employee support program as well as legal considerations.
• Develop the HR Budget for proposals and awards and monitor spending to ensure budget compliance.
• Develop/ Update HR policies, programs and systems to support the achievement of the Zambia country office’s goals.
• Oversee standardized HR processes throughout Zambia and assist in the development of localized procedures as required.
• Champion Gender Equity and Diversity initiatives and staff wellness programs in the country office.
• Champion Prevention of Harassment, Sexual Exploitation and Abuse (PHSEA) in the country office
• Manage organization change management in an efficient and effective way.
• Champion safeguarding at child, adult and asset level.

Recruitment; On and Off boarding

• Support all aspects of recruitment process: posting and managing job descriptions, researching relevant job boards, hiring agencies, screening resumes, liaising with candidates and arranging candidate preparations and interviews; corresponding with hiring managers and provide support and guidance to managers throughout the hiring process.
• Prepare and submit interview reports and presentations for review and approval with interview outcome summary.
• Facilitate employment verification and background check screenings for applicable candidates.
• Help design and implement the new hire orientation and on-boarding program and procedures in compliance with the organization and Zambian policies and procedures
• Oversee off-boarding process for all staff exiting the organization including conducting exit interviews, termination of benefits etc.
• Review the clearance and exit surveys for employees leaving.
• Provide feedback via email, phone or in person; answer questions from employees and the general public regarding human resources issues and respond to employment verification requests and other requests for information.

Staff Development

• Supervise the implementation of staff development and ensure talent development and management.
• Advise on staff training needs and support the implementation of both formal and non- formal staff training programs.
• Support in conducting specialized training programs on key people and culture policies like, Mission, Vision, Values, Who We are, Our Brand and other key areas of focus for staff knowledge and development.
• Where necessary and on identified needs, the HROM will undertake facility visits to support facility heads at project level.
• Coordinate and follow through the administration on the delivery of staff learning and development initiatives as per the needs identified.
• Promote the organization in Zambia performance culture initiative to enhance collaboration across the organization

Payroll Management/HRIS and Benefits Administration:

• Supervise and ensure that payroll has been processed in a timely, efficient way, with complete and accurate documentation.
• Review the payroll report before and approval and payment.
• Explore, as may be needed for an inclusive payroll system.
• Build a positive work environment.
• Keeps record of benefits plans participation such as medical Insurance, Pension, GPA and Life Insurance and insurance of all assets in the organization.

Coordinate Performance Management

• Advise on the performance management process including creating a plan to manage annual reviews, conduct training on goal setting, utilize budgets to organize development activities and work one on one with managers and employers.
• Support in ensuring timely completion of the annual performance evaluation process.
• Facilitate performance management process through proper documentation tracking and coding of appraisal documents and proper identification of key development areas.
• Review, develop and implement effective employee performance management system, aligned with the organization’s guidelines.
• Train line managers and provide advice and support for performance management issues.
• Implement Succession Planning Program in alignment with the organization’s guidelines

HR Policies, Procedures and Reporting:

• Formulate, maintain and update human resource management policies for Zambia office and ensure standardized HR processes are implemented across Zambia Office and assist in the development of localized procedures as required.
• Ensure that all contracts i.e., employment, insurance and consultancy, adequately comply with the organization’s policy, international laws, local laws and donor requirements.
• Track Audit reports, lead the HR team in developing action points and follow up the implementation of the audit action points related to HR aspects Compliance Management.
• Advise on the correct application of employment legislation.
• Support an environment of positive cooperation and appropriate discipline.
• Advise on disciplinary matters and ensure correct procedures are followed at all times.
• Provide support, understanding and counselling to staff at all levels.
• Help to overcome communication problems, and to resolve conflicts and major employee grievances.
• Conduct internal spot check audits to ensure compliance with internal and external regulations; conduct compilation of statistics and material in support of affirmative action and various compliance requirements.
• Maintain all HR files with ease to navigate physical and electronic sequential files in compliance with document retention policies.
• Ensure compliance with all labor laws and minimization of legal exposure.
• Regularly review staff conditions of service, HR manual to align with modern Human capital management policy and practice and other workplace policies.

Administrative Support:

• Manage day-to-day office operations; oversee and coordinate overall office activities and provide administrative support to the executive leadership.
• Manage relationship with facilities management to coordinate office maintenance and support facility needs.
• Support the development of simple but effective Human Resources administrative procedures, in accordance with the policies of the organization in Zambia.
• Ensure that all contracts for vendors are updated.
• Oversee the work Health and Safety responsibilities as identified in the Occupational Health and Safety Policy.
• Facilitate staff phase-out.
• Ensure proper planning and preparation in respect of departing and retiring co-workers, including offering adequate pre-retirement support, succession planning, facilitated handover of duties, payment of terminal dues etc.
• Conduct exit interviews to ascertain co-worker opinions.
• Advise on termination of staff and ensure compliance with legal / labour law requirements.
• Ensure staff understand and comply with the child safeguarding and Asset safeguarding policies of the Organization.

Desired Skills, Qualifications and Experience:

• Bachelor’s Degree in Human Resources Management or its equivalent. Master’s Degree will be an added advantage.
• Minimum of 7 years of progressive experience in HR and Organization Development at Management Level, with a track record of successfully implementing HR strategies and programs.
• Must have at least five (5) years’ experience as a human resources generalist in the NGO sector with provable high performance in the full range of human resource management activities within the NGO sector.
• Ability to complete a variety of tasks in an efficient manner.
• Ability to maintain confidentiality in a professional manner.
• Conversant with labor legislations related to human resources and employee management.
• Demonstrated ability to lead, facilitate and manage change initiatives in a dynamic environment.
• Excellent interpersonal and influencing skills.
• Excellent oral and written English communication.
• Flexible, comfortable with deadlines and able to work well under pressure.
• Report writing skills.
• Should be a registered and good standing member of ZIHRM.
• Strong attention to detail and accuracy.
• Strong Microsoft Office and the ability to use HRIS technology.