Workstation: 

JINJA HEAD QUARTERS

Job Title: 

HR & Administrative Officer

Job Grade: 

Reports to: Direct Reports (Subordinates):

CORPORATE MANAGER

HR and Administrative Assistant

2. JOB PURPOSE

Carry out all HR and Administrative tasks to ensure they are well aligned with the company  strategic and short term goals.

3. MAIN RESPONSIBILITIES OF THE JOB

Managerial Responsibilities: 

● Carry out all Human resource and Administrative function of the organization

Administrative Functional Responsibilities:

● Ensure that Office facilities (e.g. furniture / supplies etc.) are efficiently utilized and  that purchases are made in a well-planned manner so as to avoid stock- outs.

● Advise management on health and safety measures to be implemented and  following through until implementation

● Ensuring the office environment is well maintained by for example ensuring high  levels of hygiene are maintained and that covid SOPs are being adhered to.

● Ensure office Internet & IT (VPN) are fully functional and be quick to contact the  service providers in case of any irregularities.

● Ensure the Office Call center is well set up and that it is always de cluttered and that  no food or fluids are carried to the call center area.

● Closely monitor Utilities to ensure payments are raised and paid on time so as to  avoid crisis.

● Notify the entire WASSHA family on upcoming public holidays to aid proper  planning

● Performing receptionist duties such as welcoming and screening visitors

● Overseeing office logistics

● Together with Field staff make travel arrangements for WAU staff & HQ staff (e.g.  travel arrangements, car hire, hotel booking if this is required.

● When necessary make Travel arrangement for visitors

● Carry out Administrative and simple ad-hoc legal functions such as URSB  Certification and notarizations of corporate documents as and when need arises. ● Play the Company secretary role (e.g. filing annual returns)

● Obtaining and monitoring business license for all WASSHA offices and ensuring  that the payments are made before expiration.

● Organization & files of contractual documents (original, google drive, dropbox)

● Human Resource

● Review contracts and recommend necessary changes.

● Set-up adequate induction program for new employees.

● Understand and implement Group HR Strategy

● Make appraisal arrangements (Target setting, evaluation) for the entire WAU.

● Consult with the Group HR so that HR Handbook (changed version) updates are  done regularly and that at any given time the handbook is in compliance with the  countries laws and regulations especially the employment Act of Uganda.

● In consultation with the Group HR, Update Organization chart (every quarter)

● Maintain an updated employee database (CVs, Academic qualification, contracts,  Identification, simple road map to place of residence, next of keen and any other  information deemed necessary)

● In consultation with department heads and the General Manager, execute the  approved recruitment plan.

● Monitor staff leave days (Monthly) by ensuring all leave taken and accrued is well  captured and prompting all staff to take well scheduled leave.

● Suggest and maintain an Overtime tracking (Weekly) system to ensure company is  in compliance with the Employment Act.

● Monitor and ensure that there is general Staff Welfare.

● Monitoring health of employees and updating any sick leave taken

● Follow up on WMC and Medical insurance reimbursement for staff

● HR Admin for Consultants(MRs,)

● Controlling MR Contracts (signature, validity, updates and termination)

● Support the Regional Operation Leader in organizing Training Programs

● Set-up adequate induction program for new employees and MRs

(KPI - 1. time taken for finalization, 2. Met deadline of finalization - “approved by manager”)

● Set-up adequate training program for long term employees (KPI:1 time taken for  finalization, 2. Met deadline of finalization)

4. MINIMUM REQUIREMENT

A) Minimum level of academic and professional qualification required to  perform effectively in the role:

Bachelor’s degree in Human resource

B) Minimum level of experience required to perform effectively in the role:

● Experience Length: 2 years

5. WORKING RELATIONSHIPS

A) Internal customers: 

● Corporate Manager

● General Manager

● Group HR

● All staff

B) External customers:

● Company lawyer

● Insurance company

● Registrar of companies

● Municipal councils

● Auditors

6. COMPETENCIES

A) Technical 

● Excellent written and spoken communication skills in English;

● Good IT skills including, but not limited to, Outlook, MS Word and MS Excel

B) Functional

● Good leadership skills

● Great interpersonal skills

● Great planning and organizational skills

C) Behavioural 

● Excellent interpersonal skills

● Ability to work quickly and effectively under pressure

● A team player towards the common vision of the company

● Be honest, disciplined and with integrity