Reports to: CEO

Job Purpose
The Human Resource Officer is responsible for coordinating and implementing human resource policies, procedures, and programs to support organizational objectives. The role involves recruitment and staffing, employee relations, performance management, training and development, HR administration, and ensuring compliance with labor laws and company policies.

Key Responsibilities

1. Recruitment & Staffing

Key Duties

• Coordinate recruitment activities based on approved manpower requirements.
• Work with department supervisors to identify staffing needs and vacancies.
• Prepare and update job descriptions and job specifications as required.
• Advertise vacancies through approved recruitment channels.
• Screen applications, shortlist candidates, and coordinate interviews.
• Participate in interviews and provide recruitment recommendations.
• Conduct reference checks and verify candidate qualifications and employment history.
• Prepare employment offers and coordinate contract signing.
• Facilitate employee onboarding, orientation, and induction programs.
• Monitor probation periods and coordinate employee confirmation processes.
• Maintain recruitment records and prepare recruitment reports.

2. Employee Relations

Key Duties

• Act as the first point of contact for employee concerns and workplace issues.
• Support the resolution of employee grievances and conflicts in a fair and timely manner.
• Advise employees on company policies, procedures, and workplace expectations.
• Assist in conducting disciplinary investigations and hearings.
• Prepare disciplinary correspondence and maintain disciplinary records.
• Promote positive employee relations through regular engagement initiatives.
• Support employee welfare and staff engagement activities.
• Conduct employee exit interviews and prepare turnover reports.
• Foster a positive working environment that promotes teamwork and professionalism.

3. Performance Management

Key Duties

• Coordinate the performance appraisal process and ensure timely completion.
• Support managers in setting employee objectives and Key Performance Indicators (KPIs).
• Monitor appraisal completion and follow up on outstanding reviews.
• Maintain performance management records and documentation.
• Assist managers in addressing performance gaps through coaching and feedback processes.
• Support the development and monitoring of Performance Improvement Plans (PIPs).
• Compile performance reports and identify trends requiring management attention.
• Ensure performance outcomes are documented and communicated appropriately.

4. Training & Development

Key Duties

• Conduct Training Needs Assessments (TNAs) in collaboration with departmental supervisors.
• Develop and coordinate annual training schedules and learning activities.
• Organize internal and external training programs, workshops, and seminars.
• Maintain training attendance records and employee development files.
• Monitor employee participation in training activities.
• Evaluate training effectiveness through feedback, assessments, and performance improvements.
• Support career development and employee growth initiatives.
• Recommend training interventions to address identified skills gaps.

5. HR Administration

Key Duties

• Maintain accurate and up-to-date employee records and personnel files.
• Prepare employment contracts, appointment letters, transfer letters, promotion letters, and other HR documentation.
• Administer leave management and maintain leave records.
• Monitor employee attendance and absenteeism trends.
• Support payroll preparation through timely submission of attendance, leave, and employee movement data.
• Manage employee confirmations, contract renewals, transfers, and separations.
• Update and maintain employee databases and HR records.
• Generate periodic HR reports and workforce statistics.
• Ensure confidentiality, security, and proper storage of employee information.

6. Compliance & Policy Implementation

Key Duties

• Ensure HR practices comply with the Employment Act of Uganda and company policies.
• Monitor adherence to HR policies and procedures across the organization.
• Support the implementation and communication of HR policies.
• Provide guidance to employees on labor law and workplace policy matters.
• Maintain statutory employment records and HR compliance documentation.
• Participate in workplace health and safety initiatives and awareness programs.
• Support internal audits and compliance reviews.
• Identify potential HR compliance risks and escalate them appropriately.
• Assist management in implementing corrective actions arising from audits or compliance reviews.

QUALIFICATIONS & EXPERIENCE

• Bachelor’s Degree in Human Resource Management, Business Administration, Industrial Psychology, or a related field.
• Minimum of 2–3 years’ experience in Human Resource Management.
• Working knowledge of Ugandan labor laws and HR best practices.
• Proficiency in Microsoft Office applications and HR information systems.
• Membership of a recognized HR professional body is an added advantage.

KEY COMPETENCIES

• Recruitment and talent acquisition.
• Employee relations and conflict resolution.
• Performance management and employee development.
• HR administration and records management.
• Communication and interpersonal skills.
• Planning, organization, and attention to detail.
• Problem-solving and decision-making.
• Confidentiality and professionalism.
• Ability to work independently and collaboratively.

KEY PERFORMANCE INDICATORS (KPIs)

• Time taken to fill approved vacancies.
• Recruitment quality and probation success rate.
• Performance appraisal completion rate.
• Employee retention and turnover rate.
• Grievance resolution turnaround time.
• Training plan implementation rate.
• Accuracy and completeness of employee records.
• Timeliness of HR reports and documentation.
• Compliance with labor laws and company policies.

• Coordinate recruitment activities based on approved manpower requirements.
• Work with department supervisors to identify staffing needs and vacancies.
• Prepare and update job descriptions and job specifications as required.
• Advertise vacancies through approved recruitment channels.
• Screen applications, shortlist candidates, and coordinate interviews.
• Participate in interviews and provide recruitment recommendations.
• Conduct reference checks and verify candidate qualifications and employment history.
• Prepare employment offers and coordinate contract signing.
• Facilitate employee onboarding, orientation, and induction programs.
• Monitor probation periods and coordinate employee confirmation processes.
• Maintain recruitment records and prepare recruitment reports.
• Act as the first point of contact for employee concerns and workplace issues.
• Support the resolution of employee grievances and conflicts in a fair and timely manner.
• Advise employees on company policies, procedures, and workplace expectations.
• Assist in conducting disciplinary investigations and hearings.
• Prepare disciplinary correspondence and maintain disciplinary records.
• Promote positive employee relations through regular engagement initiatives.
• Support employee welfare and staff engagement activities.
• Conduct employee exit interviews and prepare turnover reports.
• Foster a positive working environment that promotes teamwork and professionalism.
• Coordinate the performance appraisal process and ensure timely completion.
• Support managers in setting employee objectives and Key Performance Indicators (KPIs).
• Monitor appraisal completion and follow up on outstanding reviews.
• Maintain performance management records and documentation.
• Assist managers in addressing performance gaps through coaching and feedback processes.
• Support the development and monitoring of Performance Improvement Plans (PIPs).
• Compile performance reports and identify trends requiring management attention.
• Ensure performance outcomes are documented and communicated appropriately.
• Conduct Training Needs Assessments (TNAs) in collaboration with departmental supervisors.
• Develop and coordinate annual training schedules and learning activities.
• Organize internal and external training programs, workshops, and seminars.
• Maintain training attendance records and employee development files.
• Monitor employee participation in training activities.
• Evaluate training effectiveness through feedback, assessments, and performance improvements.
• Support career development and employee growth initiatives.
• Recommend training interventions to address identified skills gaps.
• Maintain accurate and up-to-date employee records and personnel files.
• Prepare employment contracts, appointment letters, transfer letters, promotion letters, and other HR documentation.
• Administer leave management and maintain leave records.
• Monitor employee attendance and absenteeism trends.
• Support payroll preparation through timely submission of attendance, leave, and employee movement data.
• Manage employee confirmations, contract renewals, transfers, and separations.
• Update and maintain employee databases and HR records.
• Generate periodic HR reports and workforce statistics.
• Ensure confidentiality, security, and proper storage of employee information.
• Ensure HR practices comply with the Employment Act of Uganda and company policies.
• Monitor adherence to HR policies and procedures across the organization.
• Support the implementation and communication of HR policies.
• Provide guidance to employees on labor law and workplace policy matters.
• Maintain statutory employment records and HR compliance documentation.
• Participate in workplace health and safety initiatives and awareness programs.
• Support internal audits and compliance reviews.
• Identify potential HR compliance risks and escalate them appropriately.
• Assist management in implementing corrective actions arising from audits or compliance reviews.

• Recruitment and talent acquisition.
• Employee relations and conflict resolution.
• Performance management and employee development.
• HR administration and records management.
• Communication and interpersonal skills.
• Planning, organization, and attention to detail.
• Problem-solving and decision-making.
• Confidentiality and professionalism.
• Ability to work independently and collaboratively.
• Proficiency in Microsoft Office applications and HR information systems.

• Bachelor’s Degree in Human Resource Management, Business Administration, Industrial Psychology, or a related field.
• Working knowledge of Ugandan labor laws and HR best practices.
• Membership of a recognized HR professional body is an added advantage.