Job overview
HR & Admin Coordinator is available at Save the Children in Lusaka. Review the job description, requirements, closing date and application details below.
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Job Description JOB TITLE: HR & Admin Coordinator TEAM/PROGRAMME: Human Resource Department LOCATION: Lusaka GRADE: 3 POST TYPE: National Safeguarding Save the Children does not tolerate any form of exploitation, abuse, or harassment against any person. It is the responsibility of all employees and representatives to protect all people who come in contact with our organization. Save the Children commits to applying the same standards to all its employees and subject them to the same processes regardless of their position, influence, or reputation within or outside of the organization. Diversity, Equity & Inclusion Save the Children International’s Diversity Policy, aims to promote equal opportunity in employment and to ban any kind of discrimination based on sex, age, social class, disability, HIV status, religion, race and ethnicity. Role Purpose Under the supervision of the Head of HR, Admin, and IT, the HR & Administration Coordinator provides high-quality HR and Admin services to the Country Office. These services include, but are not limited to, managing contracts, payroll, benefits, staff welfare, training and development, and high-level recruitments. The HR & Admin Coordinator also offers high-level operational support to managers and staff. Scope Of Role Reports to: Head of HR, Administration and IT Staff directly reporting to this post: HR & Admin Assistant Key Areas Of Accountability Talent Acquisition – Onboarding: Work closely with Head HR to contribute to the development and regular review of CO induction package and ensure that this is shared with all new staff before joining and available to all staff in a shared folder. Prepare induction schedules in liaison with heads of functions/Project Managers, organise for induction of new staff during their first week, including online training course employees join processes for all on boarding staff occur and documents filed in the employees’ files. Compiling mandatory training tracker and sharing weekly updates with the Head of HR, Administration and IT. Support the Head of HR, Administration and IT with the HR staff plans. Partner with hiring managers across the business functions to fully understand their recruitment needs and ensure a recruitment campaign and selection process that enables appropriate, successful, recruitments. Utilise LinkedIn and CV databases to headhunt. Be accountable for data protection compliance for all recruitment documentation managed. HR & Records Management Contribute to preparing monthly HR reporting and ensure HR Reports are received for Payroll, and SMT reporting. Work with the HR Assistant to ensure an up-to-date filing system that is compliant for ease of retrieval, reference and reporting: Personnel, Medical, Insurance and Recruitment files. Work closely with Head of HR, Administration and IT to ensure exit interviews are carried out and through this and other means bring recommendation and key issues to the Senior Management Team. Contribute to the development and review of HR policies, procedures, guidelines and business processes, to ensure that everything we do is efficient, cost effective and legally compliant. Responsible for updating and maintaining Zambia Country Office staff lists and organizational charts. Facilitate training of staff on HR Policies, including Code of Conduct, Anti-Sexual Harassment Policy, Diversity and Inclusion Policy and other relevant policies. Support the Head of HR, Admin and IT in developing HR Plans and relevant learning and development initiatives. Ensure that employees are aware of policies and best practices relating to their employment. HR Information System Management (SCI HRIS) Lead on data quality on HRIS in collaboration with HR Assistant and ensure that high level of data quality is maintained on HRIS. Ensure the HRIS and other key systems are appropriately updated and utilized in a timely and accurate manner. This includes setting new starters, terminating leavers, amending personal details, updating contract information, inputting performance ratings, training information and absence. Work closely with the HR Assistant to support Staff with Oracle system issues on D2P and escalate it to System support teams. Maintain confidentiality in respect of all staff records whether manual or system maintained and ensure that all records are held securely. Contracts & Benefits Administration Prepare employment contracts upon appointment of staff and maintain an effective contract tracking system, work with line managers to ensure end-of-probation forms are filled and staff are issued with probation confirmation letters when they fall due or issued with other appropriate communication before probation period lapses. Work with the HR & Admin Assistant to track contracts for medical insurance and other staff benefits contracts and inform the Head of HR, Administration and IT when they are due for renewal/expiry, and issue staff notices or renewals as appropriate in a timely manner. Work closely with Finance Department and Supply chain to ensure value-for-money for services from benefits providers. Learning And Development Partner with line managers to identify training and development needs within the organisation through a gap analysis of strategy and the current skills set, job analysis, performance appraisal, and regular consultation with the Head of HR, Administration and IT. Lead in the development of an annual L&D Plan for the Country Office to address L&D needs as identified in performance conversations. Track and report on the Learning and Development budget. Work with the Head of HR, Administration and IT and line managers to track, evaluate and report on training outcomes. HR Reporting Prepare monthly HR reports and metrics for decision making by Senior Management. Support the Head of HR, Admin and IT in preparing monthly and quarterly reports for HR Score Card Global reporting. Work closely with HR & Admin Assistant to ensure the payroll instructions for both regular staff and global staff is prepared in timely and accurate manner on Monthly basis. Work closely with Finance Officer to ensure Staff Level of Effort and Timesheets are completed accurately Payroll Management Work closely with HR & Admin Assistant to ensure the payroll instructions for both regular staff and global staff is prepared in timely and accurate manner on Monthly basis. Work closely with Finance Officer to ensure Staff Level of Effort and Timesheets are completed accurately. Administrative Support Assist in tracking administrative expenditures against the country office budget, ensuring cost-effectiveness. Coordinate the renewal of leases for office premises and staff housing, and support the processing of rental payments. Manage relationships with administrative suppliers, ensuring timely procurement and service delivery. Organize travel logistics (flights, accommodation, transport) for events and visitors, and manage participant registration and visa guidance. Oversee the daily running of the country office, promptly escalating any key operational concerns to management. Supervise, coach, and conduct performance reviews for direct administrative reports. Consolidate monthly activity reports for support teams and maintain accurate filing systems for administrative actions. Assist with all immigration and visa-related matters, acting as the key point of contact with local government authorities for staff and visitors. Staff Leadership, Mentorship, And Development Ensure appropriate staffing and efficient & effective organisation design within the HR Function. Ensure that all staff understand and are empowered to perform their role. Manage team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly. Recruitment, training, and professional development of team as part of the wider staff development strategy. Performance Management: Effective use of the Performance Management System including the establishment of clear, measurable objectives; ongoing feedback; periodic reviews; and fair and unbiased evaluations. Coaching, mentoring and other developmental opportunities. Recognition for outstanding performance. Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans Other Duties Cover up for the Head of HR, Admin and IT when on official duty outside the office or leave. Accountability SKILLS AND BEHAVIOURS (our Values in Practice) Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved Ambition Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same Widely shares their personal vision for Save the Children, engages and motivates others Future orientated, thinks strategically Collaboration Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters Values diversity, sees it as a source of competitive strength Approachable, good listener, easy to talk to Creativity Develops and encourages new and innovative solutions Willing to take disciplined risks Integrity Honest, encourages openness and transparency Qualifications And Experience A Degree in Human Resources Management or Social Sciences from a recognized University. Minimum of 7 years’ experience in a corporate or an NGO environment, of which five at a middle management level within HR and Admin department. Must be registered with the Zambia Institute of Humana Resources with minimum membership of an Associate member. Sound knowledge and hands on experience of the implementation of generalist HR functions, including employee benefits Strategic mindset with the ability to lead, inspire and achieve results in a challenging context Demonstrated understanding of and experience in developing HR metrics. Demonstrated attention to detail, ability to follow procedures and meet deadlines. Demonstrated ability to effectively work in ethnically diverse teams in different locations in a high-pressure environment. Proven training and facilitation skills. Strong team player, collaborative and capable of building effective relationships across all levels Proficiency in Microsoft Officer products (Word, Excel, Outlook, Powerpoint) and ability to use the internet to obtain data and reference materials. Application link: https://hcri.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/17304?utm_medium=jobboard&utm_source=linkedinRequirements
Qualifications And Experience A Degree in Human Resources Management or Social Sciences from a recognized University. Minimum of 7 years’ experience in a corporate or an NGO environment, of which five at a middle management level within HR and Admin department. Must be registered with the Zambia Institute of Humana Resources with minimum membership of an Associate member. Sound knowledge and hands on experience of the implementation of generalist HR functions, including employee benefits Strategic mindset with the ability to lead, inspire and achieve results in a challenging context Demonstrated understanding of and experience in developing HR metrics. Demonstrated attention to detail, ability to follow procedures and meet deadlines. Demonstrated ability to effectively work in ethnically diverse teams in different locations in a high-pressure environment. Proven training and facilitation skills. Strong team player, collaborative and capable of building effective relationships across all levels Proficiency in Microsoft Officer products (Word, Excel, Outlook, Powerpoint) and ability to use the internet to obtain data and reference materials.Explore related jobs in Zambia
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