Human Resource Secretary (X1)Company:
Huachen International Supply Chain Limited (Tera Fleet Management Limited)Location:
Kitwe / Chingola, ZambiaInitial Work Location:
Sakania Office, NdolaDepartment:
Human ResourcesJob Type:
Full-timeSalary:
ZMW 7,000 – ZMW 8,000 per monthPositions Available:
1Minimum Experience:
2 yearsAbout the CompanyHuachen International Supply Chain Limited, also known as Tera Fleet Management Limited, is seeking a qualified and organised Human Resource Secretary to support its Human Resources Department in coordinating HR operations for its Kitwe and Chingola offices.About the RoleThe Human Resource Secretary will provide administrative and operational support across recruitment, employee records, compensation and benefits administration, employee relations, and disciplinary processes.The successful candidate will initially be stationed at the company's Sakania Office in Ndola for the first two to three months before relocating to Kitwe.
The role requires strong organisational skills, confidentiality, attention to detail, and a good understanding of Zambian labour laws and HR procedures.Key Responsibilities1. Recruitment and StaffingCoordinate recruitment activities, including preparing job advertisements, receiving and screening applications, scheduling interviews, and communicating with shortlisted candidates.Facilitate onboarding for newly recruited employees assigned to the Kitwe and Chingola offices.Prepare employment contracts for newly recruited employees upon approval by the HR Manager.Manage HR-related contractual matters, including contract preparation, renewals, and expiry tracking.Prepare offer letters, transfer letters, and confirmation letters following the necessary approvals.2.
Compensation and Benefits AdministrationMonitor and maintain employee attendance records for payroll processing.Facilitate employee registration and updates with statutory institutions, including NAPSA, NHIMA, and TPIN.Coordinate employee benefits administration and maintain accurate employee information.Prepare and issue payslips for employees in the Administration, Maintenance, Construction, and Operations departments based in Kitwe and Chingola.3.
Employee Relations and ComplianceRespond to employee queries and provide guidance on HR-related matters within the scope of the position.Assist in addressing employee grievances and workplace concerns, escalating complex matters to the HR Manager when necessary.Ensure HR documentation and practices comply with company policies, employment procedures, and applicable labour laws.Maintain proper records relating to employee relations matters.4.
HR Records and Information ManagementMaintain accurate and up-to-date physical and electronic employee records for the Kitwe and Chingola offices.File, safeguard, and retrieve employee documents, including contracts, personal records, statutory documents, and disciplinary records.Monitor contract expiry dates, employee confirmation dates, and other important HR deadlines.Protect the confidentiality, accuracy, and security of employee information.5.
Disciplinary AdministrationPrepare and issue disciplinary warning letters as authorised.Coordinate disciplinary hearings for employees based in Kitwe and Chingola in consultation with the HR Manager.Ensure disciplinary cases are properly documented and relevant records are maintained in employees' personal files.Assist in ensuring disciplinary procedures comply with company policies and applicable labour laws.6.
General Administrative DutiesAssist with purchasing and distributing mobile airtime for Chinese and local employees based in Kitwe and Chingola.Coordinate and organise monthly waste collection payments for Villa 41.Attend Labour Office meetings, hearings, or summons when assigned by the HR Manager.Provide general administrative support to the Human Resources Department.Perform other duties as assigned by the HR Manager or Management.Qualifications and RequirementsApplicants must meet the following requirements:Education:
Minimum Diploma in Human Resource Management, Business Administration, or an equivalent qualification.Professional Membership:
Must be a paid-up member of the Zambia Institute of Human Resource Management (ZIHRM).School Certificate:
Grade 12 School Certificate with credits in English and Mathematics.Work Experience:
At least two years of relevant experience in Human Resources or a related administrative role.Labour Law Knowledge:
Good understanding of Zambian labour laws, HR procedures, and statutory requirements.Computer Skills:
Proficiency in Microsoft Office applications, particularly Microsoft Word and Excel.Communication:
Excellent written and verbal communication skills.Organisation:
Strong organisational and administrative skills.Interpersonal Skills:
Ability to interact professionally with employees and management.Professional Conduct:
High levels of integrity, confidentiality, and attention to detail.Independence:
Ability to work independently and manage responsibilities effectively.Important Interview InformationAll interviews will be conducted in person at the company's Sakania Office in Ndola.Applicants should be prepared to attend an in-person interview at this location if shortlisted.Application Procedure Interested candidates should submit the following documents:Cover letter.Copies of relevant academic and professional qualifications.Curriculum Vitae (CV).At least three traceable references.Application instructions:Combine all the required documents into one PDF file.Send the PDF document to [email protected] Human Resource Secretary as the position applied for in the email subject line.Email: [email protected] SummaryPosition:
Human Resource SecretaryCompany:
Huachen International Supply Chain Limited (Tera Fleet Management Limited)Location:
Kitwe / Chingola, ZambiaInitial Station:
Sakania Office, Ndola, for two to three monthsDepartment:
Human ResourcesEmployment Type:
Full-timeSalary:
ZMW 7,000 – ZMW 8,000 per monthVacancies:
1Minimum Experience:
2 yearsMinimum Qualification:
Diploma in Human Resource Management, Business Administration, or equivalentProfessional Membership:
Paid-up ZIHRM membershipApplication Email: [email protected] Documents:
Cover letter, qualifications, CV, and at least three traceable references combined into a single PDFInterview Location:
