Human Resource Secretary (X1)

Huachen International Supply Chain Limited (Tera Fleet Management Limited) is seeking a Human Resource Secretary (X1) to join its Human Resources Department, supporting HR operations for its Kitwe and Chingola offices.

Position Details

• Position: Human Resource Secretary (X1)
• Location: Kitwe / Chingola
• Department: Human Resources

Job Purpose

The Human Resource Secretary (X1) will provide administrative and operational support in implementing and coordinating human resource functions for the Kitwe and Chingola offices. The successful candidate will initially be stationed at the Sakania Office in Ndola for the first two (2) to three (3) months before relocating to Kitwe.

Main Duties and Responsibilities

Recruitment and staffing - Coordinate recruitment activities, including preparing job postings, screening applications, scheduling interviews and liaising with shortlisted candidates. - Facilitate onboarding for new employees assigned to the Kitwe and Chingola offices. - Manage HR-related contractual matters for employees in Kitwe and Chingola, including contract preparation, renewals and expiry tracking. - Prepare and issue employment contracts for new recruits upon approval by the HR Manager. - Prepare offer letters, transfer letters and confirmation letters following successful completion of probation and HR Manager approval.

Compensation and benefits administration - Monitor and manage employee attendance records for payroll purposes. - Facilitate employee registration and updates with statutory institutions, including NAPSA, NHIMA and TPIN. - Coordinate administration of employee benefits and maintain accurate employee information. - Prepare and issue payslips to employees in the Administration, Maintenance, Construction and Operations departments based in Kitwe and Chingola.

Employee relations and compliance - Respond to employee queries and provide HR-related guidance within the scope of the role. - Assist in addressing employee grievances and workplace concerns, escalating complex matters to the HR Manager where needed. - Ensure HR practices and documentation comply with company policies, employment procedures and applicable labour laws. - Maintain proper documentation of employee relations matters.

HR records and information management - Maintain and regularly update accurate employee records, physical and electronic, for the Kitwe and Chingola offices. - Ensure proper filing, safekeeping and retrieval of employee documents, including contracts, personal records, statutory documents and disciplinary records. - Monitor contract expiry dates, confirmation dates and other key HR deadlines. - Ensure confidentiality, accuracy and security of employee information and HR records.

Disciplinary administration - Prepare and issue disciplinary warning letters to employees who violate company policies, procedures or the employment code of conduct, as authorised. - Coordinate and facilitate disciplinary hearings for employees in Kitwe and Chingola in consultation with the HR Manager. - Ensure disciplinary cases are properly documented and relevant records maintained in employees' personal files. - Assist in ensuring disciplinary procedures comply with company policies and applicable labour laws.

Other responsibilities - Assist with the purchase and distribution of mobile airtime for Chinese and local employees in Kitwe and Chingola. - Coordinate 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 as required. - Perform any other duties assigned by the HR Manager or management.

Qualifications

• Minimum of a Diploma in Human Resource Management, Business Administration or an equivalent qualification.
• Must be a paid-up member of the Zambia Institute of Human Resource Management (ZIHRM).
• Must possess a Grade 12 School Certificate with credits in English and Mathematics.
• At least two (2) years of relevant working experience in Human Resources or a related administrative role.
• Good understanding of Zambian labour laws, HR procedures and statutory requirements.
• Computer literate, with good working knowledge of Microsoft Office applications, particularly Word and Excel.
• Excellent communication, organisational and interpersonal skills.
• High level of integrity, confidentiality, attention to detail and the ability to work independently.

Interview Note

All interviews will be conducted in person at the Sakania Office in Ndola.

How to Apply

Interested candidates should apply through the Apply button on this page, submitting a single PDF document containing a cover letter, qualifications and CV, with at least three (3) traceable references. Indicate the position applied for in the subject line.