Vacancy title:
Head of Administration and Human Resources

[Type: FULL_TIME, Industry: Professional Services, Category: Human Resources, Management, Business Operations, Admin & Office]

Jobs at:
Nile Basin Initiative (NBI)

Deadline of this Job:
Wednesday, July 29 2026

Duty Station:
Entebbe, Uganda | Entebbe

Summary
Date Posted: Friday, July 17 2026, Base Salary: Not Disclosed

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JOB DETAILS:

The Nile Basin Initiative (NBI) is Hiring

Position: Administration & Human Resources Officer

Reference: NBI SEC/CSS/003/2026
Department: General Services
Duty Station: NBI Secretariat, Entebbe, Uganda
Reports to: Head of General Services
Employment Category: National Support

About the Nile Basin Initiative (NBI)

The Nile Basin Initiative (NBI) is an intergovernmental partnership dedicated to promoting the cooperative development and sustainable management of the Nile Basin's shared water resources. To support its growing operations, the NBI Secretariat is seeking an experienced and proactive Administration & Human Resources Officer to oversee human resource management and administrative services at its Secretariat in Entebbe, Uganda.

Role Summary

The Administration & Human Resources Officer is responsible for delivering high-quality human resource and administrative services across the NBI Secretariat. The role oversees recruitment, payroll, performance management, employee relations, staff development, office administration, logistics, and operational support while ensuring compliance with NBI policies and procedures.

The successful candidate will also coordinate the Secretariat's day-to-day administrative operations and supervise administrative support staff.

Key Responsibilities

1. Human Resource Management

• Support the implementation of NBI Human Resource policies and procedures.
• Develop and implement HR strategies, policies, and procedures in collaboration with the Head of General Services.
• Maintain comprehensive HR information systems, including personnel records, recruitment, promotions, leave management, benefits, and employee separation.
• Ensure timely updating of HR records within the NBI ERP system (Microsoft Dynamics 365).
• Coordinate and oversee the staff performance management system.
• Maintain performance evaluation records and support staff recognition and reward initiatives.
• Coordinate recruitment processes, including:
  • Updating job descriptions and terms of reference.
  • Preparing and advertising vacancy announcements.
  • Coordinating interview panels and recruitment committees.
• Lead onboarding and orientation programs for new employees.
• Process payroll while ensuring compliance with statutory requirements.
• Supervise casual and temporary staff and process their remuneration.
• Communicate HR policy updates to staff.

2. Administration & Office Operations

• Coordinate all administrative functions of the Secretariat.
• Oversee records management, fleet operations, and travel administration.
• Supervise office facilities, stores, and warehouse management.
• Supervise receptionists, office assistants, and drivers.
• Ensure office furniture, equipment, and facilities are maintained and functional.
• Oversee maintenance of office equipment and electrical appliances.

3. Inventory & Asset Management

• Maintain accurate inventory records for office supplies and stationery.
• Coordinate disposal of obsolete assets in accordance with organizational procedures.
• Review requests for office supplies and ensure efficient stock management.
• Participate in disposal committees and procurement-related activities.

4. Transport & Fleet Management

• Review and approve transport requests.
• Coordinate vehicle servicing, repairs, and maintenance.
• Monitor service contracts and maintenance schedules.
• Coordinate annual vehicle insurance renewals and manage communication with insurance providers.
• Ensure vehicles remain operational and compliant with organizational standards.

5. International Staff Support

• Coordinate relocation and settlement support for international staff and visitors.
• Arrange airport transfers, accommodation, work permits, visas, identity cards, and other local administrative requirements.
• Facilitate immigration processes for regional staff and official guests.

6. General Administration

• Assist in organizing staff workshops and seminars.
• Support protocol and liaison arrangements during official events.
• Ensure office premises are clean, secure, and well-maintained.
• Review utility bills and initiate payment processes.
• Ensure safe drinking water is available for staff.
• Supervise, mentor, and develop administrative staff.
• Perform any other duties assigned by the Head of General Services.

Qualifications

Minimum Requirements

• Master's Degree in Human Resource Management, Business Administration, Public Administration, Office Management, or a related field.
• Recognized professional certification in Human Resource Management.

Desirable

• Membership with a recognized professional HR body such as:
  • Human Resource Certification Institute (HRCI)
  • Chartered Institute of Personnel and Development (CIPD)
  • Society for Human Resource Management (SHRM)
  • Human Resource Managers' Association of Uganda (HRMAU)
  • Or an equivalent professional body
• Additional qualifications in Public Administration, Logistics, or Diplomacy are an added advantage.

Professional Experience

Applicants should have:

• At least 10 years of relevant professional experience in Human Resource Management and Administration.
• A minimum of 5 years in a supervisory or management position.

Added Advantages

• Experience developing and implementing performance management systems.
• Experience coordinating administrative functions within regional or international organizations.
• Experience using ERP systems for:
  • Human Resource Management
  • Payroll processing
  • Inventory management
  • Administrative operations

Key Competencies

• Human Resource Management
• Office Administration and Operations Management
• Logistics and Fleet Management
• Performance Management
• Organizational and Team Leadership
• Excellent analytical, problem-solving, and decision-making skills
• Strong communication and presentation skills
• Excellent interpersonal and cross-cultural relationship management
• Time management and organizational skills
• High level of integrity, professionalism, and confidentiality
• Ability to build collaborative partnerships and lead diverse teams
• Strong computer proficiency, including ERP systems and Microsoft Office applications

Working Relationships

Internal

• Head of General Services
• All Secretariat Staff
• Unit and Department Heads
• ENTRO
• NELSAP

External

• Government Ministries
• Public Service Providers
• Local Authorities
• Consultants
• Service Providers

Why Join the Nile Basin Initiative?

The Nile Basin Initiative offers an opportunity to work in a dynamic regional organization committed to sustainable development and regional cooperation. As the Administration & Human Resources Officer, you will play a key role in strengthening organizational effectiveness by leading strategic human resource management and efficient administrative operations within a multicultural and professional environment.

Work Hours: 8

Experience in Months: 120

Level of Education: bachelor degree

Job application procedure
Interested in applying for this job? Click here to submit your application now.

Interested and suitably qualified individuals who meet the job requirements are invited to submit their application/cover letters and CV electronically addressed to the Executive Director.

Application/Cover letters should clearly indicate the title of the position, its job reference and accompanied by a detailed curriculum vitae. Note: Do not attach academic certificates and other documents to this application

Your application or CV should clearly indicate full contacts (e-address and telephone) of three (3) referees and two (2) former employers excluding the current employer. Due to the expected large number of applications, only short-listed candidates will be contacted.

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