Vacancy title:
QSSU-BE-HRM-HR & Admin Manager

[Type: FULL_TIME, Industry: Consulting, Category: Admin & Office]

Jobs at:
Q-Sourcing

Deadline of this Job:
Tuesday, June 3 2025

Duty Station:
Kampala | Kampala | Uganda

Summary
Date Posted: Wednesday, May 28 2025, Base Salary: Not Disclosed

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JOB DETAILS:

Plans, directs and coordinates the HR and Administration functions of the organization by performing the following duties personally or through subordinates:

Recruitment and Selection

• To co-ordinate and support all aspects of the recruitment and selection process of national staff through job description development, recruitment planning, advertising and short-listing, selection interviews and tests, job offers, salary calculations and issuing contracts.
• To keep updated with relevant new recruitment sources and propose improvements to processes and selection tools to ensure that the recruitment process meets current and future programme needs.
• To work closely with departmental heads to ensure a coordinated approach to recruitment throughout the organization, ensuring effective forward planning and awareness of available staff resources to fill vacancies.
• Assist the Country Management Team in assessing staffing requirements and the most cost-effective way in which to achieve them.

Management and Organization

• Line manages all relevant administrative personnel
• To provide advice on the management of all staff to ensure that it’s carried out within Be Energy Policies, Procedures and the Employment Laws of Uganda.
• Support Heads of Departments in conducting regular performance appraisals and exit interviews for all staff.
• In coordination with the Finance Manager, manage the HR Department budget and ensure expenditure is within budget and in compliance with established financial standards
• Supervising the administrative needs of staff on travel and the expatriate staff  including flight bookings, obtaining legal documentation, leave allocation etc
  

Administration

• Progress insurance matters that pertain to vehicle, property and health insurance
• Manage the procurement of administrative equipment and ensure competitive suppliers are maintained
• Ensure that the employment contracts and job descriptions of the national staff are reviewed and updated when necessary
• Ensure that all support staff are appraised every year
• Adherence to Bakri security policies
• Draw up guidelines as necessary to assist with the standardization of working procedures, practices
• Manage the preparation of the staff payroll and the timely disbursement of salaries or other employee benefits.

Policy and Advice

• Personnel management - ensuring that national staff personnel issues/needs are met according to local labour law and Be Energy policy, including keeping up to date records of all staff, contracts, leave, etc
• Develop and monitor Human Resources strategies into the country programme and Be Energy’s overall mission and operational strategy
• Implementation of Be Energy policy on personnel administration (staff regulations)
• Establish and maintain standard administrative and Human Resource management systems
• In consultation with the GM, develop and manage the communication, implementation, monitoring and review of all Human Resource policies for national staff, ensuring that all documentation is in a locally readable language.
• Provide advice and guidance to line managers within the country programme on all aspects of employment and staff-related issues.
• Advise and coach staff at all levels on issues related to performance management, legal compliance, disciplinary procedure, grievance procedure with the goal of building knowledge and capacity among staff to improve employee relations and enhance job performance and productivity
• Manage national staff welfare policies including health insurance, group life insurance, personal and accident cover.

Training and Development

• Develop a programme-wide Training and Development policy, in collaboration with the General Manager
• Identify the Training and development needs of programme staff and, where appropriate, provide tailored training and support within programme budget constraints
• Work with line managers to develop and deliver the annual Programme Training and Development Plan. Advise on needs assessment and development planning with the Training and Development Team in head office.
• Conduct evaluations and impact assessments of programme-wide Training initiatives.
  
  

General

• In coordination with the General Manager, lead specific projects, e.g. salary reviews policy and procedures reviews and training & development needs analysis.
• Monitor the maintenance of monthly leave schedules where applicable for the recruited staff members while ensuring the same is done at the field level.
• Develop and implement an effective HR database and reporting system.
• Oversee the maintenance of an effective HR filing system, with proper files maintained for each staff member, both manually and electronically while maintaining confidentiality.
• Ensure the smooth and timely dissemination of information and advice on queries related to human resources and administration (internally and externally).
• Any other assignment as may be directed by the General Manager.
  
  

SUPERVISORY RESPONSIBILITIES

• Manages the administrative staff and is directly responsible for the overall direction, coordination and evaluation of this unit.

Requirements

• Bachelor’s degree in HR, business or any related field.
• Membership/s in Uganda’s HR bodies will be an added advantage.
• 8-10 years work experience in an HR field in a fast paced environment​
• Demonstrate the ability to interact and cooperate with all company employees while fostering strong working relationships with colleagues from different departments
• Build trust, value others, communicate effectively, drive execution, solve problems creatively and demonstrate high integrity.
• Ability to develop and implement HR policies, procedures, and projects as well as the experience of developing and communicating HR management information.
• High level administrative and organizational skills and attention to detail with experience of implementing administrative control
• Experience of a flexible approach to managing and prioritizing a high workload in a fast-paced environment with the ability to proactively identify and address issues

Work Hours: 8

Experience in Months: 120

Level of Education: bachelor degree

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