Reporting to the General Manager, the role is responsible for the day-to-day running of the business including managing a team of people

Our client, in the construction industry is seeking to add an HR and Administration Officer to their team at their head Office in Kampala.

The HR and Administration Officer will ensure that people related and operational processes run efficiently, contributing to the overall productivity and culture of the workplace. The successful candidate will also work closely with all departments while reporting to the General manager.

In order for the job holder to carry out their work, they will be provided with; Personnel files, Items in the stores and a laptop.

Duties and Responsibilities

Human Resource Management 

• In consultation with departmental heads, assist in the development of detailed Job descriptions and the recruitment of new or replacement positions in the organization.
• Oversee the entire recruitment process once approval for recruitment has been issued. This will include placement of the adverts, receiving of applications, first level short listing and forwarding the same to the relevant departmental head(s) for the final short listing, contacting candidates and organizing interviews and seeking for references of successful candidates. 
• Manage and provide direction to staff with respect to general HR policies and procedures. 
• Prepare orientation materials for new staff coming into the organization and organize for their detailed orientation into the organization. 
• Maintain the files of all staff, ensuring that they have all the relevant documentation.
• Working with departmental heads, ensure that regular performance reviews are done and filing the same in the relevant staff files. 
• Working with departmental heads, identify training opportunities for staff and facilitate the training of the same through sourcing for qualified trainers and institutions. 
• Working with departmental heads, identify areas for further training for staff, track the training received and its application in enabling the organization achieve its mandate 
• Maintain leave schedules for staff, ensuring that staff take leave when due. 
• Manage employee benefits (Medical Insurance, Per-Diem etc.)
• Manage employee safety and health issues including reporting
• Manage job separation such as terminations, dismissal and resignations
• Maintaining employee discipline and handling disciplinary cases 
• Track key HR metrics and report on the them regularly as prescribed
• Adequately address all audit recommendations pertaining to HR issues
• Develop and maintain HR systems and processes to enable continuity

Administration 

• Ensure that our client’s head office and other locations’ staff have all facilities they need to effectively carry out their duties. 
• Specifically, receive and work with the finance department to ensure timely purchase of supplies and services needed for the proper running of the organization. 

·         Keep accurate records of minutes and other reports of the management and working committees. 

• Manage the administrative requirements for the repair and maintenance of the office’s computer equipment and IT systems.
• Assist in facilitating necessary permits/licenses from government(s) for building maintenance; utilities; official vehicles and other equipment;
• Support in coordinating logistics and itineraries of all official functions of the organization staff and the board.

·         Preparing and management of suppliers/vendors contracts 

·         Maintaining office petty cash on an imprest system.

KPIs

• Timely Recruitment process
• Complete onboarding activities for new staff within 2 weeks of their joining
• Average time it takes to resolve employee issues (not more than 48 Hrs.)
• Average time it takes to resolve facility related issues
• Updated leave plan
• Updated personnel files
• Develop annual training plan and execute it
• Timely procurement processes
• Timely payments of utilities

·         Well maintained premises

Qualifications and Experience

·         Degree in Business Administration or Human Resource Management, Social Sciences.

·         Registration with HRMAU an added advantage

·         At least 5 years work experience in HR or Administration in a busy office.

Knowledge, Skills & Ability Required

Technical skills

·         Professional skills in running HR & Admin functions

·         Computer skills

·         Should possess excellent organizational skills.

Analytic skills

·         Decision making & problem solving.

·         Have excellent public relations skills. 

·         Able to relate well to others and use interpersonal skills to achieve desired objectives.

·         Able to influence the behavior and decisions of people on matters concerning recruitment and other HR or individual issues.

·         Able to cope with change, to be flexible and to handle uncertainty.

·         Able to make sense of issues, identify and solve problems and ‘think on one’s feet

·         Focus on achieving results;

·         Able to communicate well, orally and on paper

·         Ability to work under pressure.

·         Able to give counseling to the employees

Other Information

·         Flexibility - frequent travel to the regions

·         Have interest in learning new environments, duties and tasks. 

If you think you fit this profile, apply now. Deadline for submission is 5pm on 15th Mar 2025.