Recruitment Coordinator Pact

Pact Overview

At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 42 -year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.

Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development.

Project Overview

The Recruitment Coordinator will work with the five-year USAID funded Zambia Integrated Health Activity (ZIH) contract. ZIH is a five-year project led by Pact in partnership with Center for Infectious Disease Research in Zambia, Circles of Hope, Mothers2Mothers, Copper Rose Zambia, Zambia Network of Young People Living with HIV, and Viamo. ZIH will improve health outcomes of Zambians through equitable access to high-quality health services in the areas of client-centered HIV, tuberculosis; maternal, newborn and child health; family planning; and reproductive health. The project will reduce mortality, morbidity, and HIV transmission for sub-populations in Northwestern, Copperbelt, and Central Provinces. Pact works closely with the Zambian Ministry of Health to attain the country’s goal of reaching HIV epidemic control (95-95-95) by 2030.

The ZIH activity will be delivered through three main components namely:

1. Increase coverage of comprehensive and person-centered HIV, TB/HIV, FP/RH, MNCH prevention, diagnosis, care, treatment and support services in both communities and health facilities.
2. Increase utilization of community and facility-based quality and person-centered integrated HIV, TB/HIV, FP/RH, MNCH services.
3. Increase capacities of Provincial and District Health Offices to improve quality and sustain Direct Service Delivery of integrated HIV, TB/HIV, FP/RH, MNCH during and beyond the life of ZIH.

Job Summary

The Recruitment Coordinator will be responsible for providing HR administrative support, and ensuring compliance with Pact Zambia Country Office HR policies, local Zambian labor laws, and donor requirements. In addition, the HR Coordinator will support PACT Zambia and the HR director in various HR functions such as recruitment and selection/talent acquisition, performance management, employee relations, and HR information system. Assists the HR director in obtaining staffing requirements from departmental managers for the forward planning of recruitment and completion of the quarterly resourcing plans.

Exceptional cases for SCARCE SKILLS requiring an exceptional recruitment procedure shall be made in accordance with the rules of the Exception to recruitment policy. The job holder will also be responsible for coordinating OD activities as well as Management talent database for all staff for the Pact Zambia office.

Essential Duties & Responsibilities

1. Recruitment and Selection:

• In collaboration with the HR Director support to verify that staff employed for the Pact Zambia ZIHA project in the provinces meet the donor requirements in terms of the required competencies, skill, and technical expertise specific vacant positions
• Responsible for sourcing high Caliber candidates, ensuring headcount has been approved prior to recruitment.
• Develop creative sourcing techniques to expand talent pool.
• Researching and appropriate use of recruitment channels such as job boards, social media etc. considering the recruitment budget.
• Manage and coordinate the selection and assessment processes including CV sifts, ensuring all resourcing processes meet legal requirements and are fair, fit and inclusive.
• Work with hiring managers to ensure a smooth, timely and cost-effective recruitment and selection process.
• Work with hiring managers to create suitable job descriptions and adverts that are brand compliant.
• Work with hiring managers and HRD to ensure line managers with recruitment responsibilities are adequately trained in the interviewing process.
• Maintain up to date knowledge on best practice recruitment and selection techniques.
• Participate in Candidate interviews.
• Provide feedback to relevant parties at each stage of the recruitment process, liaising with relevant parties.
• Work with the HR Director and hiring managers based in the provinces to source, recruit, and retain high-quality staff for the Pact Zambia ZIHA project as aligned with Pact’s vision, mission, and values.
• Manage recruitment files for all recruitments in the providence based on an HR Department’s checklist that ensures all recruitment documentation including job postings and employment applications for all short-listed interviewed applicants, interview notes, reference checks, contingent officer letters, offer letters, and any other documentation.
• In collaboration with the HRD working with the hiring managers in the province to set base salary equitably and in compliance with the Pact Zambia Country Office HR guidance and policies. This includes negotiating salary offers with candidates for open positions as guided by Pact compliance.

2. HR Administration

• Carry out all the administrative duties in the recruitment process such as logging application forms/CV’s, organizing recruitment timetables, arranging interviews, interview tests and distributing interview packs and shortlisting to interviewees/panels.
• Accurate and timely management of documentation and reporting.
• Administer the process for new employees, for example, prepare contracts, offer letters and pre-employment checks i.e. right to work, qualifications and references.

3. Onboarding Process

• Manage onboarding process from start to finish.
• Develop and facilitate onboarding activities, such as team building, job training, and orientation.
• Conduct engaging new employee orientation sessions to introduce new hires to our organization’s structure and mission, fostering a sense of connection from day one.
• Ensure the accurate and timely completion of all necessary onboarding paperwork, including Payroll forms and Medical Insurance.
• Develop and execute tailored onboarding programs for employees working remotely.
• Monitor the progress of new hires during their probationary periods, offering support as needed.
• Collaborate with IT and facilities teams to ensure new employees have the required equipment, access, and workspace.
• Monitor and evaluate the effectiveness of onboarding activities.
• Make recommendations for process and policy changes by identifying areas for improvement and provide feedback.

4. Exit Management

• Arrange and conduct exit interviews for all staff either face to face or electronically. Provide feedback accordingly.
• Ensure all Exit procedure is followed

All other duties as assigned
Minimum Requirements & Qualifications

• Bachelor’s degree in human resources, Business Administration, or related field
• 5+ years relevant experience or equivalent combination of education and experience.
• Minimum of 5 years of experience in human resources, preferably in an international NGO or development context.
• Knowledge of Zambia’s local labor laws and regulations.
• Fluency in English; proficiency in local languages is a plus.
• Experience working in the health sector, specifically with USAID-funded projects.
• Strong interpersonal and communication skills.
• Ability to work in a diverse, multicultural environment.