Human Resources & Administration Manager

About the Company and Role

This position leads HR and administrative operations for Akaliko Zambia Limited in Ndola, Copperbelt Province. It spans the complete employee journey, including hiring, onboarding, performance management, employee relations, payroll coordination, expatriate immigration support, and exit management. The role also ensures that Zambia-based HR practices remain compliant with local labour requirements while staying aligned with the Akaliko Group headquarters framework for policies, KPIs, reporting, and governance.

The post supports local staff, expatriate staff, and management by keeping HR and administration processes organized, consistent, and professionally run.

HR Operations and Employee Lifecycle

• Oversee the end-to-end HR cycle, from manpower planning and recruitment through onboarding, employee support, disciplinary handling, and final separation.
• Run recruitment activities such as job advertising, CV shortlisting, interviews, reference verification, background screening, offer preparation, and contract issuance.
• Deliver a structured onboarding experience, including induction, policy orientation, worktool coordination, reporting-line clarity, probation monitoring, and completion of HR documentation.
• Keep employee files and records current, covering contracts, personal data, leave, discipline, performance, visa/work permit records, and statutory documents.
• Manage exits for resignations and terminations, including paperwork, clearance, payroll closure, asset return, handover, exit interviews, and proper archiving.
• Respond to employee HR queries and ensure matters are handled fairly, professionally, and according to company policy.

Policy, Procedure and Legal Compliance

• Apply and maintain HR policies, procedures, employee handbook content, internal guidelines, and disciplinary processes in line with HQ standards and Zambia labour law.
• Ensure the business meets all relevant employment, labour, payroll, statutory, and immigration obligations in Zambia.
• Guide management on HR risks, employee relations issues, disciplinary steps, grievance handling, and compliance concerns.
• Update HR policies when needed so they remain workable, legally compliant, and suited to the business.
• Work with headquarters on significant HR matters, policy exceptions, disciplinary cases, disputes, and other sensitive employee issues.

Performance Management and KPI Implementation

• Roll out and track the company’s KPI and performance management system with HQ and local management.
• Help department leaders define KPIs, job expectations, probation goals, review timelines, and improvement actions.
• Organize probation reviews, annual appraisals, performance improvement plans, and supporting documentation.
• Share HR insights with management using data on performance, attendance, turnover, discipline, workforce planning, and engagement.
• Encourage a results-oriented culture while applying company standards consistently and fairly.

Payroll, Benefits and HR Administration

• Compile and submit monthly payroll inputs covering pay changes, new hires, exits, leave, overtime, deductions, allowances, benefits, and other adjustments.
• Coordinate with Finance so salaries, statutory deductions, payslips, and related payroll processes are completed accurately and on schedule.
• Administer benefits, leave balances, attendance tracking, medical or insurance matters, and other staff entitlements.
• Prepare and issue HR letters and documents such as contracts, confirmation letters, salary letters, warnings, termination letters, introduction letters, and other correspondence.
• Maintain both paper and electronic HR records with accurate filing and control of employee information.

Expatriate Visa, Work Permit and Immigration Support

• Handle visa and work permit coordination, renewals, immigration reporting, and related compliance for expatriate staff and eligible family members where relevant.
• Liaise with government offices, immigration consultants, external advisers, and HQ to keep expatriates legally authorized to work and reside in Zambia.
• Track expiry dates for visas and permits and plan renewals well ahead of deadlines.
• Keep complete expatriate records, including passports, permits, visa status, renewal schedules, and approvals.
• Advise management and expatriate employees on immigration paperwork and compliance responsibilities.

Employee Relations, Discipline and Culture

• Serve as the initial contact for employee relations matters and help management resolve workplace issues in a professional and fair manner.
• Manage grievances, discipline, investigations, and employee concerns in line with internal procedures and applicable law.
• Help foster a workplace culture that is professional, ethical, respectful, and accountable.
• Support engagement activities, internal communication, welfare initiatives, and other efforts that strengthen morale and retention.
• Escalate urgent or sensitive HR matters to local leadership and HQ without delay.

Training, Development and Workforce Planning

• Coordinate annual training and development plans based on business priorities, legal obligations, and employee skill gaps.
• Support leadership development, succession planning, skills building, and employee growth initiatives.
• Work with department managers to assess manpower needs, staffing gaps, and future workforce requirements.
• Assist with restructuring, job clarification, job description updates, and workforce optimization efforts.

Administration and Office Coordination

• Oversee general administrative support for Zambia operations, including office administration, staff facilities, office supplies, accommodation support where required, travel coordination, and local logistics.
• Coordinate with Finance and other teams to ensure employees receive work tools, equipment, uniforms, IT access, business cards, and other operational support.
• Manage administrative processes to keep day-to-day operations smooth and costs under control.

Additional Information

This role requires close coordination between Zambia operations and the group headquarters framework. It combines hands-on HR delivery with administrative oversight, compliance monitoring, employee support, and operational coordination. The position is based onsite in Ndola, Copperbelt Province, Zambia.