HR, Admin, and Executive Support Manager SupaMoto

Job Title: Human Resources, Administration, and Executive Support Manager

Reporting Manager: Group COO
Location: Lusaka, Kalundu
Terms: 3 Month Probation

About Us:

We are a young, dynamic start-up company and a leader in the Advanced Biomass Cooking sector, committed to creating positive impacts globally. From humble beginnings, we have cultivated a vibrant spirit and boast excellent growth potential. As we flourish, we seek an energetic and committed professional to join our team as Human Resources, Administration, and Executive Support Manager.

Emerging Cooking Solutions (Zambia) Limited, trading as “SupaMoto”, is a Zambian/Swedish joint venture introducing clean-burning modern cook-stoves, renewable cooking fuel pellets made from waste biomass and solar home systems. Our locally produced pellets are cheaper than charcoal, and the cooking solution performs similarly to a gas stove.
Our company has over 100 staff with a presence in both Zambia and Malawi and is growing rapidly in the energy sector. Our solutions’ positive environmental, socio-economic, and macro-level impact is immense. We truly have a solution for the dilemma of rapid deforestation and disproportionately high cooking fuel costs for low-income people.

In line with the company’s origins, we seek a committed and dynamic person who can grow into the team and the role. The right person will be an eager, brilliant individual with strong interpersonal skills, integrity, and a love for systems and processes.

Position Overview:

This role involves leading the development of the company’s HR and administrative functions. In this pivotal role, the incumbent will contribute significantly to fostering a positive work environment, efficiently managing HR and administrative functions, providing executive support, and actively participating in developing our HR leadership function. Given the company’s stage as a young entity, there is a clear recognition of the necessity for well-designed policies and structures aligned with industry best practices. This position provides an opportunity to contribute to a vibrant company dedicated to the global impact of environmental decarbonisation.

Responsibilities:

HR Leadership:

• Design and implement HR policies and procedures aligned with industry best practices, with the support of the executive.
• Lead the development of a robust HR framework that supports the company’s growth and values, with the support of the executive.
• Collaborate with the executive team to ensure HR strategies align with the company’s mission and objectives.
• Establish and oversee effective talent acquisition, development, and retention programs.
• Manage the onboarding process for new employees.

Human Resources:

• Lead the recruitment process (both internal and external), including job postings, interviews, and onboarding of new employees.
• Manage employee relations, address concerns, and foster a positive workplace culture.
• Implement and oversee performance management systems to enhance employee productivity and satisfaction.
• Support managers in setting KPIs and providing feedback to employees in annual/quarterly reviews.
• Coordinate and facilitate training and development programs for staff.
• In collaboration with our payroll provider, manage the payroll process, including ensuring all payroll deductions and taxes are correct.
• Oversee the rollout and management of a new comprehensive HR back-office system.
• Manage small HR and Admin team (1/2 people).

Gender Policy Management:

• Develop, implement, and oversee the company’s gender policy initiatives.
• Ensure that gender considerations are integrated into all HR processes and practices.
• Champion gender and gender policy within the company and with external stakeholders

Administration:

• Oversee day-to-day administrative operations to ensure smooth business processes.
• Supervise the management of office supplies, facilities, and equipment to establish a favourable working environment and ensure administrative alignment across the entire company.
• Implement and improve administrative systems and processes for enhanced efficiency.
• Coordinate travel arrangements and logistics for staff as required.
• Ensure compliance with relevant legal and regulatory requirements.
• Supervise and administer the petty cash policy and function with absolute compliance with company financial policies.

Executive Support:

• Provide high-level administrative support to the executive team.
• Manage executive calendars, coordinate meetings, and handle communication on their behalf.
• Prepare reports, presentations, and documents for executive meetings.
• Assist in special projects, events and initiatives as directed by the executive team.

Communication and Collaboration:

• Facilitate effective communication between management and employees.
• Collaborate with various departments to address HR and administrative needs.
• Organise team-building activities and events to promote a positive working atmosphere.

Additional Focus:

• Advocate for and defend the organisation’s interests in all HR, administration, and executive matters.
• Ensure that HR policies and administrative processes align with the company’s strategic objectives.
• Act as a liaison between employees and management, balancing the needs of both parties.
• Encourage and actively participate in recruiting individuals from diverse and minority backgrounds, including women.

Reporting structure:
This position reports directly to the Group Chief Operating Officer (COO).

Qualifications:

• Minimum bachelor’s degree in Human Resources, Business Administration, or a related field/transferable field; a post-graduate degree is an asset.
• Proven experience in HR, Administration, and Executive Support roles, preferably in a dynamic work environment.
• In-depth knowledge of HR principles, labour laws, and best practices.
• Strong organisational and multitasking skills.
• Excellent interpersonal and communication skills.
• Proficiency in HRIS (Human Resources Information Systems) and MS Office Suite.
• Demonstrable energy, commitment and enthusiasm for the sector, the company and its mission, and excellence in HR practice.