Senior Human Resources and Administrative Assistant (Re-Advertisement)

I. INTRODUCTION AND BACKGROUND

The Council of the Bureaux (COMESA Yellow Card) is an autonomous Institution of the Common Market of the Eastern and Southern Africa (COMESA) which is mandated to coordinate the COMESA Yellow Card Scheme operations in the COMESA Region. The COMESA Yellow Card Scheme is a regional third-party motor vehicle insurance protection designed to provide guarantee for compensation to third-party road traffic accident victims caused by foreign motorists visiting or transiting through another member country in accordance with the laws governing compulsory third-party motor vehicle insurance.

 Applications are invited from suitably and experienced Zambian Nationals or Nationals of the COMESA Yellow Card member countries that have a right to live and work in Zambia to fill the following position at the Council of Bureaux (COMESA Yellow Card) Secretariat:

Job Title​​​: Senior Human Resources and Administrative Assistant
Grade​​​​: Intermediate Category (IC) 3
Duty Station​​​: Lusaka, Zambia
Indicative Basic Salary​: COMESA Dollars (COM$) 33,979.36 – COM$ 43,398.36
Reports To​​​: Senior Finance and Administration Officer
Supervises​​​: Office Assistants (Driver and Cleaner)

II. OBJECTIVE OF THE POSITION

The Senior Human Resources and Administrative Assistant shall support the Senior Finance and Administration Officer (Head of the Finance and Administration Unit) in the areas of human resources administration, general administration and procurement.

III. SCOPE OF WORK AND DUTIES

Under the direct supervision of the Senior Finance and Administration Officer and overall direction of the Chief Executive Officer of the Council of the Bureaux Secretariat the Senior Human Resources and Administrative Assistant shall perform the following functions:

• Human Resources Administration
• 1. Coordinate the recruitment process, including preparation of job advertisements, managing applications, scheduling interviews, and communicating with candidates.
  2. Prepare and process appointment letters, contracts, and facilitating onboarding of new staff.
  3. Assist in the implementation of HR policies, procedures, and guidelines, ensuring staff awareness and compliance.
  4. Participating in HR Policy reviews and supporting the continuous improvement of HR processes.
  5. Maintain accurate and up-to-date personnel files, HR data base ensuring confidentiality and compliance with HR policies.
  6. Support leave administration including maintaining adequate leave records and monitoring attendance of staff.
  7. Act as the first point of contact for staff inquiries on HR matters, policies, and entitlements
  8. Maintain an updated performance management calendar and in liaison with the Head of Unit supporting the coordination of staff performance appraisal processes.
  9. Support payroll preparation by providing updated staff data (leave, allowances, deductions, etc.) to the Finance Unit.
  10. Supporting staff training and development initiatives.
  11. Promote workplace well-being initiatives, coordinate staff welfare activities and assist in ensuring compliance with occupational health and safety standards within the Secretariat.
  12. Support the implementation of grievance and disciplinary procedures at the workplace.
  13. Compile regular HR reports and statistics, including staffing updates, turnover rates, leave utilization, and training records.
  14. Support the Head of Unit in workforce planning.
      
      
• General Administration
• • Manage office space, assist the Head of Unit in allocating office space to staff and manage assets, office equipment and facilities.
  • Facilitate repairs and maintenance of the office and assets (vehicles, office equipment and furniture) and ensure accurate records of repairs and maintenance are maintained.
  • Coordinate transportation, travel arrangements of staff and logistics, coordinating with travel agents on flight bookings, ticketing and other travel requirements.
  • Manage stationery and other office supplies ensuring up to date and accurate inventory records are maintained.
  • Provide supervision, guidance, and mentorship to junior support staff, ensuring high productivity and efficiency.
  • Assist in renewing insurances for assets and staff medical health insurance.
  • Liaising with the Ministry of Foreign Affairs in the Host Country on privileges and immunities for staff including arranging VISAs for staff and visitors of the Council of Bureaux Secretariat when visiting the Host Country.
  • Assist in managing and coordinating security for the office premises.
  • Assist in the implementation of administrative policies, procedures, and guidelines.
    
    
• Procurement
• • Support the implementation of the organization’s procurement plan in accordance with established policies, guidelines and donor/regional procurement regulations.
  • Assist in drafting Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs) and ensure timely publication and dissemination to vendors.
  • Coordinate bid receipt, opening, and evaluation processes, ensuring compliance with internal controls and transparency requirements and assist to prepare bid evaluation documents.
  • Prepare purchase orders, procurement contracts and related documents for approval and follow up on delivery, inspection and payment.
  • Assist to verify accuracy of delivery notes, supplier invoices and goods received notes.
  • Maintain an update and accurate database of suppliers and service providers.
  • Maintain proper record of procurement documents ensuring properly filing and that documents are easily retrievable for audit and reference purposes.
  • Support the Head of Unit in monitoring procurement budgets, commitments, and expenditures.
  • Contribute to the continuous improvement of procurement systems, tools, and standard operating procedures (SOPs).
  • Assist in the implementation of procurement policies, procedures, and guidelines.
  • Support contracts administration and monitor supplier performance to ensure delivery timelines, quality standards, and contractual terms are met.
  • Ensure all procurement activities comply with procurement and financial rules.
  • Assist the Head of Unit in managing procurement risks.