Job Description

Applications are invited from suitably qualified and experienced candidates for the following posts:

REGISTRAR’S DEPARTMENT - Human Resources Section

Administrative Assistant/Senior Administrative Assistant (1 Post)

Duties and Responsibilities

Duties and Responsibilities
Reporting to the Senior Assistant Registrar, the incumbent shall be responsible for assisting in the following areas:
Recruitment
Co-ordinating the hiring process through:
• Preparing and posting vacancy announcements and advertisements;
• Preparing applicants’ summary tables;
• Preparing complete application dossiers/files for the Selection Boards; • Providing information to potential applicants about the recruitment process; and
• Co-ordinating interview schedules.

Human Resources Administration
• Assisting in creating and updating departmental job descriptions;
• Assisting in addressing Human Resources questions and problems as well as making recommendations to the Senior Assistant Registrar regarding possible actions/solutions;
• Assisting employees with the completion of Human Resources forms and verifying the information;
• Assisting in leave scheduling, tracking and reporting;
• Maintaining employees’ leave records and developing regular reports on the various types of leave;
• Performing general office support duties/tasks such as preparing correspondence, scheduling and cancelling meetings and appointments, compiling information;
• Co-ordinating the work of students on Work-Related-Learning or interns in the Human Resources Office;
• Attending to staff disciplinary and labour related cases;
• Servicing University Committees.



Welfare
• Liaising with Heads of Departments in the University on training needs identification and validation;
• Assisting in the co-ordination, development, implementation and assessment of training needs programmes;
• Assisting with analysis of training needs, employee feedback and developing training needs schedules;
• Tracking the completion of training; and
• Collecting, compiling and preparing reports concerning the training needs programme.

Policies and Procedures
• Ensuring Compliance with University laws and regulations regarding Human Resources activities;
• Maintaining knowledge of legal requirements and regulations affecting Human Resources functions and ensuring that policies, procedures and reporting are in compliance with these regulations and requirements; and
• Assisting in the drafting of new policies and reviewing of the same.

Records Management
• Generating, co-ordinating and maintaining accurate and up to date Human Resources related files and records for all University Staff;
• Maintaining job applicants’ files in an organised manner;
• Maintaining performance contracts forms, promotion dossiers as well as tenure files; and
• Maintaining employee confidence and protecting Human Resources operations by keeping employee personal data confidential at all times.
• Any other duties as assigned from time to time.

Qualifications and Experience

Qualifications and Experience
• Applicants must have a first degree in Human Resource Management or its equivalent.
• A minimum of three (3) years relevant post qualification working experience of which one (1) year should be exposure in a University environment.
• Any Institute of People Management of Zimbabwe Diploma will be an added advantage.
• Experience of working with any Payroll System will be a distinct advantage.
• Five (5) ‘O’ Level passes including English Language.
• A Master’s degree in Human Resource Management will be an added advantage.

Person Specification
• Excellent oral and written communication skills in English;
• Ability to use independent judgment and take initiative;
• Should be mature, hardworking, reliable, responsible and prepared to work overtime;
• Sound analytical and problem solving skills;
Ability to work independently with minimal supervision and collaboratively as part of team;
• Ability to work with a high degree of accuracy and attention to detail;
• Ability to maintain employee confidence and protect Human Resources Operations by keeping personnel data confidential at all times;
• Ability to provide customer service even when under deadline and other pressure;
• Knowledge of issues and best practices in Human Resources procedures and methods in an academic environment is preferable;
• Excellent computer skills; and
• Experience in delivering presentations or facilitating training to small groups.

How to Apply

APPLICATIONS
Interested and qualified persons should send one set of their application in a single pdf file clearly indicating the position being applied for in the subject line to [email protected]. The application should consist of the application letter, Curriculum Vitae giving full personal details including full names, place and date of birth, qualifications, experience, present salary, date of availability, names, e-mail addresses and telephone numbers of at least three referees, certified copies of educational and professional certificates, birth certificate and National Identity Card.

The Application letter should be addressed to:

The Senior Assistant Registrar
Human Resources Section
Lupane State University
P O Box 170
Lupane

The closing date for the receipt of applications is Friday 11 April, 2025. Only shortlisted candidates will be contacted.