Human Resource and Administrative Assistant
2025-08-13T07:43:34+00:00
Seed Effect
https://cdn.greatugandajobs.com/jsjobsdata/data/employer/comp_7093/logo/seed%20effect.png
https://seedeffect.org/
FULL_TIME
Nonprofit, and NGO
Human Resources
2025-08-21T17:00:00+00:00
Uganda
8
ROLE PURPOSE:
The Human Resource and Administrative Assistant provides comprehensive support in both HR and administrative functions to ensure efficient office operations and effective staff management. This role contributes to staff recruitment, onboarding, performance management, welfare, records maintenance, and compliance, while also handling office administration, logistics, procurement, and communication. The position works closely with the HR Manager, departmental heads, and external stakeholders to uphold the organizational standards and promote a positive work environment.
Key Responsibilities:
Recruitment & Onboarding
● Assist in advertising job vacancies, scheduling interviews, and communicating with candidates.
● Coordinate logistics for interviews and testing processes.
● Support new hire documentation and maintain orderly HR files (physical and electronic).
● Facilitate staff onboarding and orientation in collaboration with hiring managers.
● Ensure timely issuance of staff IDs and onboarding materials.
Staff Records & HR Documentation
● Maintain accurate, up-to-date personnel records, contracts, job descriptions, and appraisal forms.
● Track leave balances, performance milestones, and contract renewal dates.
● Ensure confidentiality and secure storage of sensitive HR data.
● Update HR tools, trackers, and calendars related to recruitment, probation, and leave schedules.
Payroll and Benefits Administration
• Collect and verify timekeeping information for payroll processing.
• Assist employees with inquiries regarding payroll and benefits.
• Support the enrollment and communication of benefits programs, including health insurance and retirement plans.
• Monitor benefits utilization and assist in open enrollment periods.
Training and Development
• Coordinate logistics for training sessions, including scheduling, venue booking, and materials preparation.
• Assist in identifying training needs through employee surveys and performance evaluations.
• Maintain training records, ensuring compliance with mandatory training requirements.
• Assist in evaluating training effectiveness through feedback and assessments.
Performance Management
• Assist in the performance appraisal processes by preparing materials and timelines.
• Support managers in setting employee goals aligned with organizational objectives.
• Track and document employee progress towards goals and provide reminders for performance reviews.
• Facilitate employee feedback sessions and assist in creating development plans.
Staff Welfare & Engagement
● Support HR-led staff care initiatives, including wellness, devotion, and team-building activities.
● Track attendance and flag well-being concerns to the HR Manager.
● Participate in planning staff engagement surveys and feedback sessions.
Administrative & Office Management
• Oversee all administrative functions, ensuring smooth operations, including;
• Maintain office supplies and equipment, ensuring that they are always in good working order and fully stocked.
• Develop and maintain filing systems, both paper and electronic, ensuring that all documents are properly stored and easily accessible.
• Assist with the preparation and organization of company events, including meetings & taking minutes, conferences, and social gatherings.
• Provide general administrative support to all departments, including data entry, report preparation, and other tasks as assigned. Create and update records and databases with personnel, financial, and other data
• Manage office supplies, equipment, and facilities to support staff effectively.
• Facilitate communication between field staff and headquarters regarding administrative needs.
• Responsible for correspondence, preparation of contracts, and sending invitations.
● Organize and schedule meetings, appointments, and events.
Procurement & Logistics
● Monitor office supply levels and manage timely procurement processes.
● Maintain inventory of office equipment and ensure proper maintenance and repairs.
● Oversee travel logistics for staff and visitors, including transportation and accommodation bookings.
Compliance & Policy Support
● Ensure adherence to labor laws, HR policies, and organizational procedures.
● Respond to basic staff inquiries about HR policies, benefits, and procedures.
● Support staff training logistics and policy orientation sessions.
● Stay updated on HR and administrative best practices through workshops and professional networks.
Personal Specification
● Personal confession of faith in Jesus Christ and a passionate commitment to Seed Effect’s mission to serve as a holistic tool to live out the Great Commission alongside the Great Commandment as we empower the poor to know and follow Christ, plug into the local church, and overcome physical poverty.
● A Bachelor’s degree in Human Resource Management, Business Administration, Organizational Psychology, or a related field
● Minimum of 2 years’ relevant experience in a human resource support role
● Prior experience working in a fast-paced NGO or humanitarian setting is desirable
● Hands-on experience supporting recruitment, onboarding, file management, and performance tracking
● Familiarity with HR software, databases, or digital HR tools is an added advantage
● Good understanding of Uganda’s labor laws and HR compliance requirements
● Strong knowledge of HR administrative processes, records management, and confidentiality standards
● Ability to maintain discretion and handle sensitive information with a high level of integrity
● Excellent organizational and time management skills with the ability to multitask
● Strong interpersonal and communication skills, both written and verbal
● High level of accuracy and attention to detail in record keeping and reporting
● Proficiency in Microsoft Office applications (Word, Excel, Outlook)
● Self-motivated, proactive, and dependable team player
● Committed to the Christian values and mission of Seed Effect Uganda
● Demonstrates a servant-leadership attitude and respect for diversity
● Willingness to travel to field locations when required
● Ability to work under pressure and manage competing priorities
● Demonstrates problem-solving ability and a results-oriented mindset
● Open to learning, feedback, and continuous professional growth
Maintain accurate and up-to-date financial records, including cash books, ledgers, and bank reconciliations. • Prepare payment vouchers, ensuring proper documentation and approvals before processing payments. • Support preparing monthly financial reports for submission to the Accountant • Ensure all transactions comply with donor and organizational policies, including accurate coding and allocation to approved budgets. • Assist in preparing budgets and monitoring expenses to ensure adherence to financial plans. • Manage petty cash and ensure timely replenishment with proper documentation and cash counts. • Ensure completeness of supporting documentation for payment. • Invoice coding and data input daily. • Prepare monthly cash-flow control sheets with original documents of all transactions and send them to the Head Office. • In coordination with the Program Coordinator, forecast the funds needed to ensure the positive cash flow in the field Office. • Review field budget activities to ensure cost efficiency. • Coach and train field staff in all matters regarding financial reports. • Ensure all transactions are processed and ready in time for month-end and quarter-end Close as per the agreed timetable. • Review payment vouchers, bank & petty cash control sheets, • Verify travel expense reports. • Issue, track, and reconcile approved travel advances to field office staff; review advance reconciliation and claims for completeness and accuracy. • Manage filing/archiving of all documents and admin files (including invoices, payment vouchers, credit memos, expense reports) • Ensure all transactions accepted for payment processing are correctly approved and accurate accounting information provided for posting in the ledger. Administrative Support • Oversee all administrative functions in the field office, ensuring smooth operations. • Maintain office supplies and equipment, ensuring that they are always in good working order and fully stocked. • Develop and maintain filing systems, both paper and electronic, ensuring that all documents are properly stored and easily accessible. • Assist with the preparation and organization of company events, including meetings & taking minutes, conferences, and social gatherings. • Provide general administrative support to all departments, including data entry, report preparation, and other tasks as assigned. Create and update records and databases with personnel, financial, and other data • Manage office supplies, equipment, and facilities to support staff effectively. • Facilitate communication between field staff and headquarters regarding administrative needs. • Responsible for the vehicle/Motorbike fleet in the field office (regular maintenance and vehicle usage policies applied). • Responsible for fixed assets management. • Prepare a payment request according to the internal procedures of the organization. • Coordinate and organize field staff travel and staff travel in the field. • Responsible for correspondence, preparation of contracts, and sending invitations. Compliance and Risk Management • Ensure compliance with internal controls, donor requirements, and regulatory obligations. • Assist in preparing documents for internal and external audits and implementing recommendations. • Monitor and report financial or administrative risks to the Head of Finance. • Ensure all organizational assets, such as motorbikes, are adequately maintained and insured. Logistics and Procurement • Support procurement processes, including preparing purchase requests, obtaining quotations, and ensuring compliance with procurement policies. • Manage relationships with vendors and service providers to ensure timely and cost-effective delivery of goods and services. • Track and monitor organizational resources, ensuring accountability and efficiency. • Ensure all procurements comply with competitive 3 quotes bidding. • Responsible for creating and validating invoices, such as supplier invoices, travel expenses, and creating credit memos Human Resources Functions • Manage employee leave requests, ensuring compliance with organizational policies. • Track attendance and maintain accurate records of employee timesheets for payroll processing. • Assist in onboarding new employees and coordinating training sessions. • Support the Human Resource Manager (HRM) in performance management processes, including evaluations and feedback collection. • Maintain employee records, ensuring confidentiality and compliance with HR policies. • Assist in organizing staff engagement activities and training programs. Program Audits • Provide support role in audits (internal and external), including preparation of documents for internal, external, and donor audits, in the field office when necessary. • Liaise with internal and external auditors on audit-related issues. • Facilitate auditors in performing on-site visits. • Assist in providing management responses to audit reports and timely implement the audit recommendations. Reporting and Communication • As required, assist in preparing reports, including financial and narrative components. • Maintain effective communication with the Program Coordinator and other stakeholders to ensure smooth operations. • Regularly update the Head of Finance on financial and administrative activities.
Personal confession of faith in Jesus Christ and a passionate commitment to Seed Effect’s mission to serve as a holistic tool to live out the Great Commission alongside the Great Commandment as we empower the poor to know and follow Christ, plug into the local church, and overcome physical poverty • A Bachelor’s degree in Business Administration or a related field • Proven 2 years’ experience as an Office Administrator or in a similar role • Excellent organizational and time-management skills, with the ability to multitask and prioritize tasks effectively • Proficiency in Microsoft Office Suite and other office software • Ability to work independently and as part of a team • Strong attention to detail and accuracy • Ability to maintain confidentiality of sensitive information • Ability to adapt to changing priorities and handle multiple tasks simultaneously. • Familiarity with office management procedures and basic accounting principles
JOB-689c42262b60b
Vacancy title:
Human Resource and Administrative Assistant
[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Human Resources]
Jobs at:
Seed Effect
Deadline of this Job:
Thursday, August 21 2025
Duty Station:
Arua | Arua | Uganda
Summary
Date Posted: Wednesday, August 13 2025, Base Salary: Not Disclosed
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JOB DETAILS:
ROLE PURPOSE:
The Human Resource and Administrative Assistant provides comprehensive support in both HR and administrative functions to ensure efficient office operations and effective staff management. This role contributes to staff recruitment, onboarding, performance management, welfare, records maintenance, and compliance, while also handling office administration, logistics, procurement, and communication. The position works closely with the HR Manager, departmental heads, and external stakeholders to uphold the organizational standards and promote a positive work environment.
Key Responsibilities:
Recruitment & Onboarding
● Assist in advertising job vacancies, scheduling interviews, and communicating with candidates.
● Coordinate logistics for interviews and testing processes.
● Support new hire documentation and maintain orderly HR files (physical and electronic).
● Facilitate staff onboarding and orientation in collaboration with hiring managers.
● Ensure timely issuance of staff IDs and onboarding materials.
Staff Records & HR Documentation
● Maintain accurate, up-to-date personnel records, contracts, job descriptions, and appraisal forms.
● Track leave balances, performance milestones, and contract renewal dates.
● Ensure confidentiality and secure storage of sensitive HR data.
● Update HR tools, trackers, and calendars related to recruitment, probation, and leave schedules.
Payroll and Benefits Administration
• Collect and verify timekeeping information for payroll processing.
• Assist employees with inquiries regarding payroll and benefits.
• Support the enrollment and communication of benefits programs, including health insurance and retirement plans.
• Monitor benefits utilization and assist in open enrollment periods.
Training and Development
• Coordinate logistics for training sessions, including scheduling, venue booking, and materials preparation.
• Assist in identifying training needs through employee surveys and performance evaluations.
• Maintain training records, ensuring compliance with mandatory training requirements.
• Assist in evaluating training effectiveness through feedback and assessments.
Performance Management
• Assist in the performance appraisal processes by preparing materials and timelines.
• Support managers in setting employee goals aligned with organizational objectives.
• Track and document employee progress towards goals and provide reminders for performance reviews.
• Facilitate employee feedback sessions and assist in creating development plans.
Staff Welfare & Engagement
● Support HR-led staff care initiatives, including wellness, devotion, and team-building activities.
● Track attendance and flag well-being concerns to the HR Manager.
● Participate in planning staff engagement surveys and feedback sessions.
Administrative & Office Management
• Oversee all administrative functions, ensuring smooth operations, including;
• Maintain office supplies and equipment, ensuring that they are always in good working order and fully stocked.
• Develop and maintain filing systems, both paper and electronic, ensuring that all documents are properly stored and easily accessible.
• Assist with the preparation and organization of company events, including meetings & taking minutes, conferences, and social gatherings.
• Provide general administrative support to all departments, including data entry, report preparation, and other tasks as assigned. Create and update records and databases with personnel, financial, and other data
• Manage office supplies, equipment, and facilities to support staff effectively.
• Facilitate communication between field staff and headquarters regarding administrative needs.
• Responsible for correspondence, preparation of contracts, and sending invitations.
● Organize and schedule meetings, appointments, and events.
Procurement & Logistics
● Monitor office supply levels and manage timely procurement processes.
● Maintain inventory of office equipment and ensure proper maintenance and repairs.
● Oversee travel logistics for staff and visitors, including transportation and accommodation bookings.
Compliance & Policy Support
● Ensure adherence to labor laws, HR policies, and organizational procedures.
● Respond to basic staff inquiries about HR policies, benefits, and procedures.
● Support staff training logistics and policy orientation sessions.
● Stay updated on HR and administrative best practices through workshops and professional networks.
Personal Specification
● Personal confession of faith in Jesus Christ and a passionate commitment to Seed Effect’s mission to serve as a holistic tool to live out the Great Commission alongside the Great Commandment as we empower the poor to know and follow Christ, plug into the local church, and overcome physical poverty.
● A Bachelor’s degree in Human Resource Management, Business Administration, Organizational Psychology, or a related field
● Minimum of 2 years’ relevant experience in a human resource support role
● Prior experience working in a fast-paced NGO or humanitarian setting is desirable
● Hands-on experience supporting recruitment, onboarding, file management, and performance tracking
● Familiarity with HR software, databases, or digital HR tools is an added advantage
● Good understanding of Uganda’s labor laws and HR compliance requirements
● Strong knowledge of HR administrative processes, records management, and confidentiality standards
● Ability to maintain discretion and handle sensitive information with a high level of integrity
● Excellent organizational and time management skills with the ability to multitask
● Strong interpersonal and communication skills, both written and verbal
● High level of accuracy and attention to detail in record keeping and reporting
● Proficiency in Microsoft Office applications (Word, Excel, Outlook)
● Self-motivated, proactive, and dependable team player
● Committed to the Christian values and mission of Seed Effect Uganda
● Demonstrates a servant-leadership attitude and respect for diversity
● Willingness to travel to field locations when required
● Ability to work under pressure and manage competing priorities
● Demonstrates problem-solving ability and a results-oriented mindset
● Open to learning, feedback, and continuous professional growth
Work Hours: 8
Experience in Months: 24
Level of Education: bachelor degree
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