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Job Purpose

The overall purpose of this job is to provide support and process optimization in various human resource functions, which include recruitment, staffing, training and development, payroll administration, HR reporting and performance monitoring in line with best practice and company policies and procedures.

Key duties and responsibilities

a)    Work with HRBPs to coordinate the implementation of performance management initiatives, engage Line Managers and teams to ensure compliance with expectations, monitor and report on adherence to performance management processes

b)    Coordinate execution of the training and development process for staff, with a focus on planning and logistics to ensure successful delivery of capacity building programs

c)    Provide advisory and support services to line managers in administering the organization’s policies in disciplinary issues, conflict resolution, mediation, grievance handling, and other people management matters

d)    Collaborate with HRBPs, HR team and outsourcing agencies to identify recruitment needs, facilitate logistics regarding interview and offer processes, and coordinate a seamless onboarding experience ensuring new hires are issued with the relevant HR documentation and Tools of Trade

e)    Collaborate with the Safety Department to implement and monitor OSHA initiatives across all business units, ensuring compliance with the required standards

f)    Handle confidential matters with discretion and comply with data protection policies and procedures to promote trust with the company’s stakeholders and employees and ensure the information is well secured

g)    Engage HRBPs to take timely action on probation completions, monitor contract timelines to alert employees nearing end dates, and facilitate contract renewals as guided by the HRBP, ensuring all necessary documentation is in place

h)    Deliver a seamless employee experience across the entire lifecycle by promptly preparing and distributing key HR documents, including offer letters, contracts, transfers, and resignation acceptances

i)    Facilitate effective offboarding by adhering to established exit procedures, preparing and completing all required documentation in consultation with the HRBP, and ensuring timely clearance of final dues

j)    Liaise with various departmental heads and line managers to generate inputs for internal payrolls and verify that all payroll amendments are supported by documentary evidence, they are accounted for and captured correctly before sharing the consolidated payroll data with Finance on a monthly basis

k)    Coordinate the monthly internal HR reporting process by ensuring timely submission, completeness, and data accuracy, while delivering quality insights that inform leadership decision-making. Conduct regular quality checks on report inputs and drive continuous improvement of the reporting process to enhance relevance, clarity, and strategic alignment

l)    Maintain accuracy, version control, and regular updates of HR data tools and templates, and build team capacity by training HR staff on effective data management, tool utilization, and reporting standards to ensure departmental consistency and efficiency

m)    Update and manage employee records by capturing accurate data, processing approved changes, and training users on HR systems

n)    Execute daily HR administrative functions such as addressing inquiries and grievances, coordinating employee logistics and events, and coordinating HR operations at warehouse and depo sites through attendance monitoring, staffing coordination, welfare facilitation, and compliance with HR policies

o)    Document HR processes and procedures, incorporating agreed-upon service level agreements (SLAs) between relevant stakeholders to ensure clarity, accountability, and consistency

p)    Carry out tasks related to the disciplinary process, including case documentation, reporting outcomes to management, and drafting sanction letters based on approved decisions. Monitor and analyze employee disciplinary trends, evaluate the effectiveness of consequence management interventions, and report findings to leadership.

q)    Cultivate and sustain strong relationships with internal stakeholders, external suppliers, medical service providers, contractors, and pension administrators to foster trust and enhance collaboration

r)    Work with HRBPs to support departments in translating employee survey feedback into actionable plans, ensuring consistent monitoring and follow-up to enhance employee experience and organizational well-being

s)    Audit HR records and employee files, including those maintained by third-party agencies, to ensure data accuracy, completeness, and compliance with internal policies and applicable labour regulations

t)    Execute HR tasks in alignment with company policies and applicable labour laws to uphold compliance

u)    Perform any other duties as may be assigned by the Line Manager.

Working relationships

Internal Relationships : All departments

External Relationships: Outsourced HR

Knowledge, experience and qualifications required

§  Bachelors in Human Resource Management, Business or related field

§  Minimum of 2-3 years of related working experience

§  Member of a recognized and reputable HR body such as the Human Resources Managers’ Association of Uganda (HRMAU)

Competencies

Technical & Behavioural competencies

§  Excellent knowledge of various HR functions such as recruitment, onboarding, payroll processing, training & development, employee engagement, employee relations etc.

§  Good understanding of labour law and Employment Act

§  Computer Literacy with intermediate to advanced proficiency in MS Office suite

§  Highly proficient in the practical use of HR Information Systems (HRIS) and related HR software

§  Outstanding organizational and time-management skills

§  Excellent communication and interpersonal skills

§  Problem solving skills

§  Good numeracy and data analysis skills

§  Good decision-making skills

§  Strong ethical standards and ability to maintain confidentiality