Human Resource Officer

Job Title: Human Resource Officer

Organization: Jaswin Ports Limited

Department: Human Resources

Work Location: Tom Mntine Toll Gate/Ndola

Direct Report to: Operations Manager

Dotted Line Reporting to: BU HRBP

Employment Type: Fixed Term

JOB PURPOSE

The Human Resource Officer is responsible for providing effective day to day HR support, ensuring that employee matters are handled professionally, promptly, consistently and confidentially. The role supports the implementation of HR policies and procedures, recruitment and onboarding, employee records, payroll inputs and statutory compliance, employee relations, performance management, training and workforce planning. The post holder will work under the direct supervision of the Operation Manager and maintain a dotted-line working relationship with the BU HRBP to support the operational needs of the toll gate.

KEY RESPONSIBILITIES

• Recommend for Implementation of company HR policies, procedures and guidelines, escalating matters requiring approval or specialist guidance to the Global HR Head.
• Support manpower planning and recruitment by confirming approved vacancies, preparing or updating job descriptions, advertising vacancies, screening applications, coordinating interviews, conducting reference checks and preparing offer documentation for approval.
• Coordinate employee onboarding, orientation, probation reviews and exit processes, ensuring all required documentation is completed and filed.
• Prepare, review and maintain employment contracts, variation letters, confirmation letters, disciplinary correspondence and other HR documents, ensuring accuracy and appropriate approval.
• Maintain accurate and confidential employee files and the employee master database, including personal details, qualifications, contracts, leave, attendance, training and performance records.
• Track contract expiry dates, probation periods, leave balances, recruitment activities, training, performance appraisals, disciplinary cases, grievances and other key HR actions.
• Provide accurate and timely HR information and payroll inputs, including new hires, exits, attendance, overtime, leave, allowances and approved changes; work with the relevant payroll team to resolve discrepancies.
• Support compliance with applicable Zambian employment and labour requirements, company policies and relevant statutory obligations, including accurate records and timely preparation of required information for statutory remittances.
• Maintain working knowledge of PAYE, NAPSA and National Health Insurance requirements as applicable to payroll administration, and coordinate with Finance/Payroll to ensure deductions and remittances are handled correctly.
• Advise employees and supervisors on HR policies, leave, attendance, conduct, performance and workplace procedures, referring complex or high-risk matters to the local management team.
• Coordinate disciplinary and grievance processes fairly and confidentially, including issuing approved notices, arranging hearings, recording minutes, maintaining evidence and tracking outcomes in line with company procedures and applicable law.
• Assist with employee relations matters and, when authorised, prepare relevant records and documentation for engagement with the Labour Office or other relevant authorities.
• Monitor attendance, punctuality, absenteeism, shift-related HR concerns and staffing requirements relevant to toll gate operations; promptly alert the Operation Manager and BU HRBP to issues affecting service delivery or workforce coverage.
• Support performance management by coordinating objectives, probation assessments, appraisals, improvement plans and follow-up actions.
• Identify training and development needs, coordinate approved training activities and maintain training records.
• Compile regular HR reports and analyse workforce information, such as headcount, vacancies, turnover, absenteeism, overtime, leave, training and employee relations cases.
• Provide practical, evidence-based recommendations to management and make timely decisions within delegated authority; promptly escalate matters outside that authority.
• Promote a respectful, safe, inclusive and professional working environment and support employee communication, engagement and welfare initiatives.
• Maintain strict confidentiality, data accuracy and secure handling of employee and company information.
• Perform other reasonable HR related duties assigned within the agreed reporting structure.

MINIMUM QUALIFICATIONS AND EXPERIENCE

• Diploma or Degree in Human Resource Management, Human Resources, Industrial Relations, Business Administration or a related field.
• Minimum of two (2) years’ relevant experience in a Human Resources role.
• ZIHRM certificate and/or a current ZIHRM practising licence, as applicable to the role and prevailing professional requirements.
• Working knowledge of Zambian employment legislation, HR administration, employee relations and statutory employment obligations.
• Experience supporting recruitment, payroll inputs, employee records, disciplinary and grievance processes will be an advantage.
• Prior hands-on HR experience in Chinese-funded enterprises, or proven study and work track records in Mainland China are strongly preferred

HOW TO APPLY

Interested and qualified candidates should submit their CV, copies of relevant qualifications, and a brief cover letter explaining their suitability for the position in a single combined document.

Applications should be sent to Jxxxxxxxxxx@gmail.com with the subject line: HR Officer Position.

Only shortlisted candidates will be contacted.