Job Description: HR & Administration Coordinator

Job Purpose

To lead all human resource and administrative functions across the Kampala office and the ICD in Mukono, ensuring the company has the right people, fairly and accurately paid, well managed, compliant with Ugandan law, and working in safe and secure premises

Key Responsibilities

1. Payroll and Compensation

• Prepare and process the monthly payroll for all staff at both sites accurately and on time.
• Maintain payroll records, staff bank details, allowances, deductions and leave balances.
• Work with the Finance Manager on payroll approvals, salary advances and staff loans.

2. Recruitment and Onboarding

• Lead recruitment: confirm staffing needs with managers, draft job adverts, shortlist, interview and carry out reference checks.
• Prepare offer letters and employment contracts.
• Run induction for new staff, covering company policies, safety and site rules.

3. Performance Management and Appraisal

• Run the annual and probation appraisal cycle in line with company policy.
• Support managers to set targets, give feedback and follow up on underperformance.
• Identify training needs and organise staff training.

4. Staff Management and Employee Relations

• Keep complete and confidential personnel files for every employee.
• Manage attendance, leave, overtime and duty rosters.
• Handle staff welfare, grievances and disciplinary cases fairly and in line with the Employment Act.
• Develop, update and enforce the HR policy manual and staff code of conduct.

5. Statutory Compliance

• Ensure timely monthly remittance and filing of PAYE (URA), NSSF contributions and Local Service Tax.
• Ensure compliance with the Employment Act, the Occupational Safety and Health Act and the Workers' Compensation Act.
• Maintain workers' compensation and staff medical insurance cover.
• Keep the company ready for labour and statutory inspections and audits.

6. Security of Premises

• Oversee security at the Kampala office and the ICD, including guards (in-house or contracted), access control, visitor and vehicle logs, and CCTV.
• Manage the security contract and guard rosters and ensure regular patrols and incident reporting.
• Work with the ICD Manager to support cargo security and gate controls.

7. Administration and Staff Welfare

• Manage the staff lunch programme: menu, caterer or kitchen arrangements, budget, headcount and quality.
• Oversee office supplies, cleaning, utilities, maintenance and company assets.
• Manage administrative contracts and suppliers (security, catering, cleaning).
• Prepare a monthly HR and administration report for the Managing Director.

Qualifications and Experience

• Bachelor's degree in Human Resource Management, Business Administration or a related field.
• Professional HR qualification (e.g. CHRP or membership of HRMAU) is an added advantage.
• At least 3 years of HR and administration experience, with exposure at management level, preferably in logistics, transport or a multi-site operation.
• Practical experience running payroll and handling PAYE and NSSF.
• Good knowledge of Ugandan labour law.

Key Skills and Attributes

• High integrity and the ability to keep information confidential.
• Strong organisational skills and attention to detail.
• Firm but fair people-management skills.
• Good written and spoken English.
• Computer literate (MS Office; payroll or HR software).

Key Performance Indicators

• Payroll paid accurately and on time every month.
• Statutory remittances made on time, with no penalties.
• Vacancies filled within agreed timelines.
• Appraisals completed on schedule for all staff.
• No security incidents caused by lapses in controls.
• Staff lunch delivered within budget and to standard.

This job description is not exhaustive. The jobholder may be assigned other reasonable duties by the Managing Director.

Interested candidates should send CVs to vacancies@hrstudio.org