JOB DESCRIPTION

Employee Experience Advisor

Job Title: Employee Experience Advisor

Reports to HR Business Partner

Department HR & Administration

Workstation Factories, Corporate Offices, Warehouses and Depots

Location Kampala

Interacts/Interfaces with:

Internal: External:

• HRBPs and all departments • Outsourced HR

Job Purpose

• The Employee Experience Advisor provides reliable HR administration, accurate employee data coordination, and responsive HR service desk support, while also enhancing employee satisfaction and efficiency by leading recruitment, onboarding, offboarding, employee relations, performance management, and engagement activities. The role maintains employee records, HRIS data, payroll inputs, and compliance documentation with a high standard of accuracy and confidentiality, while acting as the primary point of contact for employee queries and supporting a workplace culture that prioritizes safety, inclusion, and equitable access to HR services for office-based, frontline, factory, field, and outsourced employees.

Responsibilities

Recruitment & Onboarding

• Execute assigned recruitment and onboarding activities, ensuring timely submission, verification, and proper filing of all pre-employment documents for both direct and outsourced employees.

• Follow up to confirm that all new hires receive their approved tools of trade, enabling a smooth transition into their roles.

Employee Records, HRIS & Payroll Data

• Maintain accurate and up-to-date employee records in the HRIS and related HR trackers for core and outsourced staff, ensuring data completeness, confidentiality, and HRIS data integrity of at least 99%.

• Collect, validate, and coordinate payroll inputs including attendance, training records, canteen records, leave, overtime, shift data, and employee changes, ensuring submissions are accurate, complete, and compliant with internal cut-off timelines.

Employee Engagement & Wellness

• Support the development, coordination and implementation of employee engagement and wellness programs, coordinating communications, logistics, attendance tracking, feedback capture and recognition activities to ensure high participation across diverse employee groups.

• Mobilize employees for survey participation through clear and timely communication and plan logistical arrangements for staff events and internal communication initiatives.

Employee Health and Safety

• Report workplace near misses or accidents, collaborate with the Safety department to implement corrective measures, coordinate the issuance of PPEs, and conduct spot checks to ensure compliance with occupational safety and health (OSH) requirements.

• Represent HR at Environment, Health & Safety (EHS) meetings as required, and maintain PPE issuance records, safety training completion data, and incident administration records.

• Organize staff medical checks and maintain confidential health records in accordance with occupational health and safety regulations.

Employee Relations

• Grievance and Misconduct Management: Collaborate with line managers and outsourced agencies to receive, record, and report employee grievances, complaints, and misconduct cases, ensuring thorough documentation and effective resolution while upholding company standards.

• Resolution and Compliance: Work with HRBPs and line managers to address and resolve employee relations matters, including workplace dynamics, performance challenges, and policy interpretation, to ensure alignment with company policies and promote a culture of inclusion, respect, and fairness.

• Proactive and Analytical Support: Conduct regular “temperature checks” to identify potential issues early, and conduct exit interviews to gather insights from departing employees, analyze trends, and provide feedback to HR leadership.

Vendor Relations

• Monitor and report on vendor compliance with service standards, including payroll administration, disciplinary management, safety protocols, leave management, recruitment, and background checks, ensuring adherence to benchmarks and addressing any discrepancies to maintain service quality.

• Work with HRBPs and outsourcing partners to monitor contract durations and ensure timely communication of upcoming contract expiries.

• Coordinate canteen services, including attendance reconciliation, preparation and follow-up of purchase requisitions (PRs) for the canteen vendor, and liaison with the service provider to ensure seamless service delivery.

• Coordinate meetings with the Canteen Committee, including scheduling meetings, preparing agendas, documenting minutes and action points, and following up on agreed actions in collaboration with committee members to drive continuous improvement in canteen services.

Person Specification

Education & Training Education

• Bachelors in Human Resource Management, Business or related field

Experience

• Minimum of 1 year of related working experience

• Member of Institute of Human Resource Management

Skills & Experience

• Competencies

• Technical competencies

• HR administration accuracy and attention to detail

• HRIS, employee records, and data integrity management

• Payroll input coordination, validation, and reconciliation

• HR service desk response, query tracking, escalation, and follow-through

• HR compliance, audit readiness, and documentation control

• HR reporting, dashboards, and employee data analysis

• Excellent knowledge of HR functions: recruitment, onboarding, training & development

• Safety administration, inclusion tracking, and engagement support

• Behavioural competencies

• Ability to work under pressure and meet deadlines.

• Strong interpersonal and communication skills with the ability to engage empathetically with diverse employee groups.

• High degree of discretion and confidentiality in handling sensitive employee information.

• Proactive, service-oriented mindset with a commitment to responsive HR support, employee experience, inclusion, and safety culture.

• Team player who can collaborate across departments and work independently with minimal supervision.

• Good numeracy and decision-making skills.

Responsibility for finances and physical assets

The job holder has no responsibility for equipment, finances or stock except for the work tools assigned.

Decision-making

The job holder has no final authority on key decisions in the department other than routine decisions related to execution of work.

Information

The job requires a high level of confidentiality

Working Environment

The jobholder is exposed to a conducive work environment with minimum disagreeable conditions.

Job Hazards

The jobholder is exposed to minimal occupational hazards

• Execute assigned recruitment and onboarding activities, ensuring timely submission, verification, and proper filing of all pre-employment documents for both direct and outsourced employees.
• Follow up to confirm that all new hires receive their approved tools of trade, enabling a smooth transition into their roles.
• Maintain accurate and up-to-date employee records in the HRIS and related HR trackers for core and outsourced staff, ensuring data completeness, confidentiality, and HRIS data integrity of at least 99%.
• Collect, validate, and coordinate payroll inputs including attendance, training records, canteen records, leave, overtime, shift data, and employee changes, ensuring submissions are accurate, complete, and compliant with internal cut-off timelines.
• Support the development, coordination and implementation of employee engagement and wellness programs, coordinating communications, logistics, attendance tracking, feedback capture and recognition activities to ensure high participation across diverse employee groups.
• Mobilize employees for survey participation through clear and timely communication and plan logistical arrangements for staff events and internal communication initiatives.
• Report workplace near misses or accidents, collaborate with the Safety department to implement corrective measures, coordinate the issuance of PPEs, and conduct spot checks to ensure compliance with occupational safety and health (OSH) requirements.
• Represent HR at Environment, Health & Safety (EHS) meetings as required, and maintain PPE issuance records, safety training completion data, and incident administration records.
• Organize staff medical checks and maintain confidential health records in accordance with occupational health and safety regulations.
• Collaborate with line managers and outsourced agencies to receive, record, and report employee grievances, complaints, and misconduct cases, ensuring thorough documentation and effective resolution while upholding company standards.
• Work with HRBPs and line managers to address and resolve employee relations matters, including workplace dynamics, performance challenges, and policy interpretation, to ensure alignment with company policies and promote a culture of inclusion, respect, and fairness.
• Conduct regular “temperature checks” to identify potential issues early, and conduct exit interviews to gather insights from departing employees, analyze trends, and provide feedback to HR leadership.
• Monitor and report on vendor compliance with service standards, including payroll administration, disciplinary management, safety protocols, leave management, recruitment, and background checks, ensuring adherence to benchmarks and addressing any discrepancies to maintain service quality.
• Work with HRBPs and outsourcing partners to monitor contract durations and ensure timely communication of upcoming contract expiries.
• Coordinate canteen services, including attendance reconciliation, preparation and follow-up of purchase requisitions (PRs) for the canteen vendor, and liaison with the service provider to ensure seamless service delivery.
• Coordinate meetings with the Canteen Committee, including scheduling meetings, preparing agendas, documenting minutes and action points, and following up on agreed actions in collaboration with committee members to drive continuous improvement in canteen services.

• HR administration accuracy and attention to detail
• HRIS, employee records, and data integrity management
• Payroll input coordination, validation, and reconciliation
• HR service desk response, query tracking, escalation, and follow-through
• HR compliance, audit readiness, and documentation control
• HR reporting, dashboards, and employee data analysis
• Excellent knowledge of HR functions: recruitment, onboarding, training & development
• Safety administration, inclusion tracking, and engagement support
• Ability to work under pressure and meet deadlines.
• Strong interpersonal and communication skills with the ability to engage empathetically with diverse employee groups.
• High degree of discretion and confidentiality in handling sensitive employee information.
• Proactive, service-oriented mindset with a commitment to responsive HR support, employee experience, inclusion, and safety culture.
• Team player who can collaborate across departments and work independently with minimal supervision.
• Good numeracy and decision-making skills.

• Bachelors in Human Resource Management, Business or related field
• Member of Institute of Human Resource Management