Summary
Date Posted: Wednesday, March 12 2025, Base Salary: Not Disclosed

JOB DETAILS:
Purpose:
The Director HR and Admin is a crucial member of the Senior Management Team (SMT). A highly experienced HR profession, As a member of the Senior Management Team (SMT) in Zambia, the Director HR and Admin shares in the overall responsibility for the direction and coordination of MSZ. The Director HR and Admin has ultimate responsibility for all people-based activity within the organization from both an operational and strategic perspective. S/he is involved in many areas, such as workforce planning and recruitment, talent management, learning and development, employee relations and being the first point of contact for all employee related issues. The Director HR and Admin in his/her capacity will be accountable for the provision of effective HR services for MSZ. As member of the SMT, the position holder is also expected to play a significant role in ensuring gender equity among staff is maintained across the organization.
Marie Stopes Zambia (MSZ) is a marketing-focused, results-oriented social enterprise, which uses modern management and marketing techniques to provide reproductive and sexual healthcare. MSZ is part of the global network that is MSI Reproductive Choices (MSI). MSZ subscribes to the MSI goal and mission, which is to prevent unwanted births and to ensure the individual’s right to Children by Choice not Chance.
It is a role requirement that the job holder must fully comply with, promote and live MSI CORE VALUES: mission driven, client centered, results orientated, pioneering, sustainable and people centered.

Key Responsibilities:
Strategic Development
• To advise the Executive Management Team on leadership and management of staff in the HR context
• Develop and implement a Team Development strategy for MSZ supporting the achievement of organisational goals
• Ensure MSZ complies with all Standard Operating Procedures
• Work with SMT for creating a diverse and inclusive organization that can better attract and develop the strongest global talent; nurture world class creativity and innovation; and understand and relate to our beneficiaries and their communities

Staff Recruitment and Retention
• Develop recruitment and selection processes that attract and retain high calibre, motivated people
• Ensure a robust performance management approach is adopted across the organisation and is linked to meeting organisational goals
• Ensure through thorough review that employment terms, conditions and practices are fair, consistent, compliant with Zambian labour laws and MSI Reproductive Choices human resource policies and best practice, and appropriate to the context
• Prepare terms and conditions of employment and issue all employment and consultancy contracts in compliance with Zambian Labour Laws and global HR best practices
• In collaboration with Director of Finance, ensure maintenance of updated information on staff salaries, allowances and income tax calculations in compliance with current laws and regulations

Employee Relations and External Liaison
• Responsible for liaison with external bodies and with legislative authorities related to human resources
• Provide employee relations support and advice that ensures effective communication between management and employees
• Develop management information reporting systems and provide timely reports to senior managers on human resources
• Lead the salary review process and make recommendations on salary revisions as appropriate
• Manage all disciplinary cases and act as a focal point for an effective conflict management process

Policies and Procedures
• Supervise the Human Resources and Admin function to ensure that advice and support are provided to managers and staff on interpretation and application of policies and procedures and on other HR related matters
• Supervise the development of dual mandate HR practices and processes aligned with the organisation’s overall strategy
• Provide ethical oversight and leadership across MSZ
• Ensure that staff and MSZ partners are aware of and adhere to the Safeguarding Policy and AFB policy

Performance Management and Staff Development
• Develop a culture of performance management across the organization, where staff are held accountable and recognised for high performance
• Lead implementation and maintenance of performance management system that is in alignment with organizational goals and MSI Reproductive choices
• Ensure that performance reviews are conducted bi-annually and whenever needed by supervisors; provide training and advise to managers on effective implementation of Develop to Perform approach
• Analyse on an ongoing basis the organisational staffing profile and, in conjunction with senior managers, advising on job holder competencies and skills in light of changing contexts and content
• Providing guidance on staff capacity building and in formulating the annual development plan calendar, and offering expert facilitation of in-house training programs such as performance management workshops and orientation programmes
• Ensure that staff have access to HR guidance on individual development opportunities arising from performance review feedback and personal career development interests
• Monitor and advise on disciplinary matters in accordance with established policies and procedures
• Mediate conflict, grievances and harassment cases
• Monitor key HR metrics, analyse data to identify trends for Senior Management’s decision making.

Promote Diversity, Equality, and Inclusion:
• Spearhead MSZ promotion of diversity, equality and inclusion principles and develop plans and policies that support these principles.
• Play a leadership role as SMT member in promoting affirmative action in hiring and promotion of staff, and in identifying and implementing initiatives that enhance MSZ’s commitment to DEI.
• Practice a behaviour that is consistent with MSZ’s core values and promotion of gender and diversity goals.
• Monitor Safeguarding compliance, identify and address concerns and identify lessons to improve the safeguarding programme

Legal and Risk Management:
• Advise SMT and employees on changes to the laws affecting MSZ and that they remain in compliance with all laws and regulations.
• Work closely and follow up with MSZ’s external Lawyers on the existing legal cases and legal advice (Management of Cases)
• Keep up to date all documents, contracts, and changes to the legal landscape and examine how these changes affect the policies of MSZ.
• Assess liabilities and risks in MSZ, and recommend courses of relevant action to SMT
• Provide aid to internal investigations.

Administrative Support:
• Support the HR Manager in ensuring the MSZ support offices both at the head office and Outreach team levels are suitable for their designated roles
• Ensure the security of the support office and Outreach Team offices
• Oversee the maintenance of the MSZ offices and properties
• Oversee the formulation of lease agreements and Service Level Agreements and ensure compliance
• Provide secretarial services to the board and ensure timely communication to all board members and keeping its calendar
• Help track board resolutions and implementation of the actions

Qualifications:
• Bachelor’s degree required, master’s degree preferred, in a related field such as Human Resources, Public Administration or Business Administration.
• Minimum 7-10 years of HR Business Partner/Generalist experience across a range of competencies.
• Demonstrated experience leading HR department(s) through strategic and transactional change.
• Demonstrated initiative in determining new or modifying existing HR policies and procedures and effectively communicating them to staff and Board members.
• Demonstrated organizational leadership and decision-making capability at a senior management level in a collaborative manner.
• Ability to communicate to staff and Board members the short and long-term impact, specific and strategic, of HR policy and procedures.
• Ability to manage budgets and experience working closely with other departments to achieve organizational financial goals.
• Supervisory experience.
• Excellent verbal and written communications skills, including editing skills with meticulous attention to detail.
• Ability to achieve goals and align interests through cooperation and collaboration with other groups and cross-functional teams, even where no direct reporting relationship exists.
• Demonstrated ability to exercise sound judgment and maintain confidentiality when dealing with sensitive matters.
• Experience with employee relations.

Essential Skills:
• Excellent written, presentation and verbal communication skills
• Outward looking and ability to influence new ways of working
• Collaborative and supportive approach to HRM
• Empathy and understanding of human behaviour and motivation
• Able to develop and articulate a clear strategic vision
• Negotiation, influencing and conflict management skills
• Able to manage and motivate teams to achieve targets and to achieve organisational change
• Strong written, reading and spoken English Language skills
• Proven ability to ‘sell’ ideas, concepts
• Effective leadership and management skills.
• Effective Analytical and problem-solving skills.

Attitude:
• Pro-choice
• Motivated personally and professionally to develop

Work Hours: 8

Experience in Months: 84

Level of Education: Bachelor Degree

Job application procedure
Interested in applying for this job? Click here to submit your application now.
Note: MSI takes a zero-tolerance approach to fraud and bribery, terrorism, money laundering, sexual harassment, sexual misconduct or any safeguarding issues. Applicants will be subjected to a Police Clearance Check and Reference Checks.
Applicants must ensure that their qualifications are certified by Zambia Qualifications Authority (ZAQA).
MSZ is an equal opportunity employer and is committed to promoting a culture of equality and diversity. MSZ will actively strive to eliminate discrimination on the grounds of age, disability, race (which includes colour, nationality and ethnic or national origins), religion or beliefs.
Deadline for applications: Tuesday 25th March, 2025. Only shortlisted candidates will be contacted and may be required to undergo a practical assessment.

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