Job Description

To provide administrative support for Human Resources activities in compliance with the organisations policies and procedures, relevant statutory obligations and best practices while safeguarding the people we serve.

Duties and Responsibilities

• Prepares job adverts and flights vacancies in consultation with the HR Manager.
• Uses multiple approaches in sourcing applications on the agreed advertising channels.
• Prepares longlist for potential candidates and conducts quality checks on the final shortlist before inviting applicants for interviews.
• Facilitates the selection process for positions as guided by the responsibility matrix and oversees the planning panel selection and notifications.
• Conducts background checks for all positions and follows up on any red flags raised during the background checking process and supports the final placement.
• Prepares job offers and new contracts for fulltime, parttime staff and consultants.
• Prepares personnel files for all new hires and ensures adequacy of personnel file paperwork.
• Assists the HR Manager in developing induction programs, conducts initial induction of new staff and conducts planning for all staff induction (travel, accommodation and per diems).
• Liaises with line managers for staff based at out of Harare sites to ensure effective orientation on key PSH processes.
• Prepares the staff movement report monthly and for circulation to all staff by the HR Manager.
• Tracks probation for staff and ensures all cases of underperformance are brought to the attention of the HR Manager.
• Facilitates and prepares termination documentation for all staff separations.
• Prepares quarterly reports on staff attrition to guide decision making.
• Prepares contracts and attends to any changes in contract terms and conditions.
• Ensures all contracts are issued with adequate supporting documentation and ensures and verifies that all contracts are returned and properly filed.
• Prepares and collates payroll input monthly for submission and processing.
• Coordinates temporary help for ancillary positions with seasonal demand and consults with the relevant line managers on positions with long absences and organizes relief when there is need.
• Ensures all staff have valid contracts and communicates with the relevant line managers on contracts that are due to expire or not going to be renewed. Prepares contracts schedule for all contracts due to expire and alerts HR Manager.
• Prepares and submits the part-time contracts database monthly.
• Facilitates performance management training for the system.
• Conducts spots checks across departments to check on adherence to the performance management guideline and alerts HR Manager on any deviations.
• Tracks performance on a quarterly basis for all full-time staff and alerts the HR Manager on any suspected cases of poor performance or learning needs around system uptake.
• Consults with Line managers on any Performance improvement plans and follows up on the same in consultation with HR Manager.
• Collates all the training needs identified during a performance period and forwards to HR Manager.
• Coordinates disciplinary hearings and enquiries, takes minutes, and ensures all paperwork is adequately signed and filed.
• Maintains a disciplinary hearing tracker and forwards an updated report to the HR Manager monthly.
• Advises staff on the different channels for raising a grievance, handles staff grievances and liaises with HR Manager for guidance on grievance resolution.
• Advises incumbent of the outcome of the grievance and other channels for appeal if applicable and documents all grievances for future reference.
• Prepares the wellness calendar for the department and prepares operational budgets for wellness activities and submits to the HR Manager.
• Works closely with the HR Manager in ensuring timely development and implementation of wellness initiatives across the organisation.
• Conducts field visits to check on the organisation’s climate with the support of the HR Manager.
• Participates in staff training and capacity building exercises.
• Facilitates Ethics Training for all staff during induction and ensures all certificates are on file.
• Ensures all documents are properly filed and carries out periodic updates as part of Audit preparedness.
• Collates HR data for routine audits and periodic capacity assessments.
• Conducts periodic spot checks on all Parttime and Ancillary files to verify completeness.
• Conducts timesheet, leave and performance management administration in the HRIS.
• Provides system user support to staff for the HRIS, creates new user accounts and updates the system in line with changes in staff conditions of service.
• Ensures timely resolution of all system queries.

Qualifications and Experience

• A degree in Human Resources or related Social Sciences degree from a recognized institution.
• Knowledge of HR Systems and ability to work independently.
• Strong interpersonal skills and ability to communicate at all levels.
• An all-rounder with at least 3 years HR experience at officer level.
• Clean class four (4) driver’s license is an added advantage.

How to Apply

In return, PSH offers competitive remuneration, commensurate with qualifications and experience. PSH is an equal opportunity employer and encourages applications from qualified individuals regardless of gender identity or expression, race, religion, national origin, or disability.

All interested candidates are encouraged to follow the following steps when applying:

Step 1: Complete the Application for the position you wish to apply for, under the 'Click to Apply' option below.

Step 2: Send your updated CVs to [email protected]

All Applications should be shared not later than June 06, 2024.

Please note that applications will be reviewed on a rolling basis and only shortlisted candidates will be contacted.

Click to Apply