Job Description

Posted on February 11, 2022

Frankfurt Zoological Society conserves wildlife and ecosystems focusing on protected areas and outstanding wild places. FZS maintains long-term conservation programmes in Africa, South America, Asia, and Europe. The Africa Programme is FZS’ largest and oldest and is active in five focal countries: The Democratic Republic of Congo, Ethiopia, Tanzania, Zambia and Zimbabwe (www.fzs.org).
FZS Zambia (FZS-Z) has been active in the North Luangwa Ecosystem since 1986 and Nsumbu since 2017, working to conserve these globally important wilderness areas. FZS-Z supports effective and efficient protected area management, with a focus on law enforcement and community outreach with a focus on empowering host custodians in GMAs to manage their own resources. Particularly, the North Luangwa Ecosystem Programme (NLCP) has the mission of ‘Linking Livelihoods and Landscapes’. NLCP works using the following strategies:
1. Protect=Conserve=Preserve- This aims to implement robust and adaptive large landscape enforcement tactics and capability to protect, conserve, and preserve wildlife habitats and ecological services;
2. Empower=Educate=Enterprise- This aims to implement creative and beneficial initiatives to empower, educate and deliver enterprise opportunities for neighbouring communities and wider Zambian society;
3. Communicate=Connect=Change- This aims to implement focused messaging to communicate and connect with stakeholders and partners for effective and positive change; and
4. Structure=Systems=Support- This aims to implement a clear and enduring organization and financial structure with efficient systems to support a mentally and physically healthy team.
Learn more at https://fzs.org/en/projects about our conservation programme.
JOB DESCRIPTION: Human Resources Officer (HRO) (1 POSITION)
The HR Officer (HRO) is a Management Position within Frankfurt Zoological Society Zambia and will act as the point of contact for all employees regarding HR issues and managing their queries, guiding and managing the overall provision of Human Resources services, development/adjustment of HR policies and programs, as well as maintain all HR databases and files (employees, policies, procedures etc.). The HRO will also provide technical support on HR issues and procedures to ensure fairness, equity towards employees and to ensure compliance with any statutory or legal obligations by the organisation. The HRO will also be required to provide administrative support for specified areas, usually related to the HR function.
1. Job Title: Human Resources Officer (HRO)
2. Position in the Organisation
The HRO reports to the Head of Finance and Administration and has no direct reports but will work closely with the Project managers, project coordinators, Finance Team, HOD’s across departments and other staff where necessary.
3. Location/Station
Marula Puku offices, in the North Luangwa National park but may be required to work at other locations as the job requires
4. Salary
A competitive salary will be paid based on qualifications and experience
Responsibilities and Duties
1. Supervision/Oversight

Oversight of employee welfare issues including occupational health and safety, health policies/support, health service agreements and other health related issues;
Oversight of the new housing policy, maintaining records of accommodation records, etc;
Management and oversight of employee uniform policies and with the procurement office, timely procurement of uniforms annually;
In conjunction with HOD’s, coordination and development of staff training and development programs, Inhouse or external facilitation of the trainings. Training needs analysis, compilation of training records, competence testing and certification where necessary.

2. Industrial Relations Management

Ensuring that there is harmony in working relations through application of statutory instruments, continuous employee engagements and being in compliance with the Industry regulations
Ensuring the processes of workers committees’ selection and trainings are handled according to the Ministry of Labour’s prescriptions.
Ensuring that grievances at the workplace are handled procedurally
Co-ordination of the disciplinary proceedings, ensuring that all issues are handled as prescribed by the law and that rules of natural justice are complied with;

3. General Administration

Developing, revising, recommending and maintenance of personnel policies and procedures and keeping management informed of new developments;
In consultation with HOD’s, developing and revising job descriptions where necessary;
Involvement in the recruitment process through, drafting and placing job advertisements, preparation and conducting interviews, as well as conducting new employees’ induction and orientation.
Preparation of monthly HR reports;
Maintaining the leave record, periodically sharing the leave position and potential leave liability to HOD’s and Senior Management. Recording of leave days, time off schedules for all employees, ensuring that the rights of employees are upheld, and that the organisation is not prejudiced;
Monitors the implementation of the performance management system across departments, assisting HOD’s where necessary;
Planning and conducting of annual performance reviews and shortlisting of promotions and salary increases;
Compiling of budget implications on staff costs – increases, promotions, new roles;
Administering separation procedures, that is in terms of employees’ resignations, retirements, death, dismissals, termination and expiries of contracts of employment; terminal benefits calculations, exit interviews, staff clearances and handover processes.
Facilitating gender balanced and differently abled recruitment for all departments to ensure all are given a fair chance.
Communication and orientation of all human resource policies and procedures to ensure all staff are fully aware and up to speed at all times.

4. Payroll Administration

Establish/maintain employee records including grading and salary records;
Ensure that employee changes are entered correctly and made on a timely basis, review changes for proper authorization and adherence to company policy including compliance with statutory regulations;
Processing and maintaining employee records;
Auditing timekeeping records to ensure compliance, incorporating variables, like overtime, sick pay, leave days, holidays and deductions;
Issuing pay slips to employees;
Respond to any errors in payroll by reviewing past records and making any wage corrections or adjustments when necessary;
Evaluate the accuracy of timesheets submitted by each company department and contact supervisors or individual employees when there is a discrepancy;
Review payroll with HoFA before finalisation.

5. Compliance

With finance team, preparing the payment of monthly statutory deductions namely PAYE, NAPSA, NHIMA and SDL by the 10th of every following month.
Filing all statutory returns to responsible authorities by the 10th of the preceding month.
Bi-annual review and assessment of Workers’ compensation returns
Ensuring all the HR procedures are adequately prepared and documented for the audit.

6. Other duties

Administration of the staff loan facility and management of the staff loan policy;
Other duties as requested.

Requirements

Educational qualification – The minimum qualification for this position is a Degree in Human Resources Management, Social Sciences or equivalent certified and recognized tertiary qualification.
Experience – This position requires at least 5 years relevant experience
Knowledge – This position requires a thorough knowledge of human resources functions, legislation and best practice.
Skills – Competencies and skills required for this position include (i) Technical expertise, (ii) A keen eye for detail and accuracy, (iii) Organisational commitment, (iv) Good timekeeping and ability to meet strict deadlines, (v) Organized and has capacity to prioritise.
Behaviour – Strong interpersonal skills, good delegation skills, good teamwork, highly confidential, strong integrity, honest.
Certifications The position requires one to be certified with The Zambia Institute of Human Resource Management
Physical abilities – Able to physically execute duties in remote location – to be based in North

APPLICATION PROCESS
Only candidates who meet the specified qualifications should apply. Please submit an application with the following:
1. Cover Letter – 1-page description of why you are suitable for the HR Officer role
2. Curriculum Vitae (CV) – 4 pages describing your experience, qualifications and 3 traceable referees.
Send via email the stated documentation only (5 pages) (NO NRCs, NO Driving Licences, NO certificates) to [email protected] make sure to indicate in the email subject line the position you are applying for or drop your applications at the Frankfurt Zoological Society Lusaka/Lundazi/Mpika Offices
Applications should be addressed to: The Head of Finance and Administration, North Luangwa Conservation Programme, Frankfurt Zoological Society, P.O Box 450189, Mpika
Closing Date: 21st January 2022 at 23:59. Applications submitted after the deadline will not be considered.
Only shortlisted candidates will be notified. FZS-NLCP is an equal opportunity employer, and everyone is free to apply.