Background information about the job or company (e.g., role context, company overview)

Ashinaga is a Japanese non-profit organization that provides educational and emotional support to young people who have experienced the loss of one or both parents. In the past 45 years, Ashinaga has raised over $1bn to enable more than 100,000 orphaned students to complete higher education in Japan. In 2001, Ashinaga expanded beyond its domestic activities and now supports a global community of disadvantaged young people, with a focus on Sub-Saharan Africa. We now have offices in Uganda, Senegal, the United States, the United Kingdom, and France, and have supported over 100 orphaned students from Sub-Saharan Africa to study at universities in Japan, Europe, the United States, the United Kingdom, and Brazil.

The Ashinaga Africa Initiative (AAI) is an academic leadership program that aims to provide an opportunity for higher education at the world’s leading institutions of higher education to orphaned students from 49 countries in Sub-Saharan Africa. The goal of the program is to nurture future leaders who will contribute to democratic realization, economic development, and poverty eradication in their home countries post-graduation. Ashinaga hopes that education will empower these students to overcome their difficult backgrounds and bring positive change to their societies.

One outstanding student from each Sub-Saharan African country will be selected to join the program every year. Ashinaga will provide these students with the training, opportunities and finances necessary to study at academic institutions around the world.

The Ashinaga Uganda Kokoro-Juku serves as the core of the AAI’s recruitment and training. Selected students from English-speaking and Portuguese-speaking countries join a six-month “Study Camp” to improve academics, apply to the world’s best universities, and expand leadership capacity. After the applications, students again gather in Uganda to join the “Preparation camp” to apply for a visa, improve academic s

Responsibilities or duties

The Human Resource & Administrative Officer is responsible for managing Human Resource functions and administrative tasks, ensuring smooth operations within the organization. He/She is expected to be engaged in administrative and Student support duties in collaboration with other staff. The Human Resource & Administrative Officer is expected to support all human resource & administrative tasks under the supervision of the Director. The general contents are as follows.

1) Administrative Coordination

• To ensure the smooth running of the office from an administrative point of view. This includes all jobs related to the facilitation and operational efficiency of Kokorojuku.
• To work with external service providers.
• Act as the first line of support for administrative tasks for all staff (including the camp team) when required.
• To lead on all administrative strategies and ensure all goals and outputs are being worked towards.
• To proactively work on improving the administration function.

2) Human Resource roles.

• Act as line supervisor to all Operations staff.
• Recruitment and Onboarding: Assist in the recruitment process by posting job openings, screening resumes, and coordinating interviews. Facilitate the onboarding process for new hires, including preparing orientation materials and conducting orientation sessions.
• Employee Records Management: Maintain and update employee records in databases, ensuring accuracy and confidentiality. Track employee attendance, leave requests, and performance evaluations.
• Policy Implementation: Assist in developing and implementing HR policies and procedures. Ensure that all employees are informed of company policies and adhere to them.
• Training Coordination: Organize and coordinate training sessions for employees, including scheduling trainers and preparing training materials. Monitor training attendance and gather feedback to improve future programs.
• Employee Relations: Serve as a liaison between employees and management, addressing employee concerns and facilitating conflict resolution. Promote a positive work environment by encouraging open communication and employee engagement.

3) Asset Management.

• To manage both the company assets and Items. This involves conducting quarterly asset/item audits and arranging for any replacements and repairs.

4) Facility, Security, and Accommodation Management.

• To arrange for any facility repairs and maintenance by contacting the service providers.
• To manage security issues at the facility, including the security company's concerns.
• To work with the Operations Team to see that all necessary accommodation is well prepared.

5) Arrangements for visitors

• This includes arranging their accommodation and transportation to and from the airport where necessary.

6) Logistical and Visa Arrangements.

• To support all visa applications as required by staff, interns, and students.

7) Health Insurance Management.

• Arrange staff, students, and interns’ medical and travel insurance covers by contacting the service providers.

8) Marketing, Fundraising, and Partnerships related to Administration.

• To assist the Marketing Team, or marketing staff, with camp-related market content as required.

Qualifications or requirements (e.g., education, skills)

Education and Qualifications

• Bachelor’s degree in business administration, HR Mgt, or a related field.
• Diploma/Master of Business Administration or related field.
• Diploma in Marketing, Fundraising, or partnerships-related field.

Experience needed

Experience

• Can speak, write, and read English fluently.
• At least 2 years of experience as an administrative coordinator for an organization based in Uganda, preferably an international non-profit organization.
• Proven experience as a human resource or administrative officer/coordinator.
• In-depth understanding of office management procedures and departmental and legal policies.
• A track record of meeting tight deadlines and balancing several tasks.
• A track record of training and upskilling junior staff.
• Experience with Marketing, Partnerships, and Fundraising.
• Familiarity with financial and facilities management principles.

Skills and Abilities

• Excellent communication, verbal and written skills.
• Ability to communicate in the domestic languages.
• Strong analytical and technical skills.

Qualities and Characteristics

• Highest standards of ethics and integrity.
• Ability to work under pressure, set priorities, and work with a busy team.
• Proactive and positive attitude - a collaborative team player.
• Flexible, resilient, and able to work in stressful situations.
• Ability to produce excellent work with urgency.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Benefits

• Salary: Commensurate with experience.
• Health Insurance: provided.
• Annual Bonus: Performance-related.
• Training support: All staff receive investment towards their professional development.
• Holiday Allowance: 21 days per annum (pro-rata, in addition to public holidays).
• Statutory Deductions: PAYE, Local Tax, NSSF.

Start Date: April 1st, 2026 (Earlier starts also considered). Initial 1-year contract with a 3-month probationary period.

• To ensure the smooth running of the office from an administrative point of view. This includes all jobs related to the facilitation and operational efficiency of Kokorojuku.
• To work with external service providers.
• Act as the first line of support for administrative tasks for all staff (including the camp team) when required.
• To lead on all administrative strategies and ensure all goals and outputs are being worked towards.
• To proactively work on improving the administration function.
• Act as line supervisor to all Operations staff.
• Recruitment and Onboarding: Assist in the recruitment process by posting job openings, screening resumes, and coordinating interviews. Facilitate the onboarding process for new hires, including preparing orientation materials and conducting orientation sessions.
• Employee Records Management: Maintain and update employee records in databases, ensuring accuracy and confidentiality. Track employee attendance, leave requests, and performance evaluations.
• Policy Implementation: Assist in developing and implementing HR policies and procedures. Ensure that all employees are informed of company policies and adhere to them.
• Training Coordination: Organize and coordinate training sessions for employees, including scheduling trainers and preparing training materials. Monitor training attendance and gather feedback to improve future programs.
• Employee Relations: Serve as a liaison between employees and management, addressing employee concerns and facilitating conflict resolution. Promote a positive work environment by encouraging open communication and employee engagement.
• To manage both the company assets and Items. This involves conducting quarterly asset/item audits and arranging for any replacements and repairs.
• To arrange for any facility repairs and maintenance by contacting the service providers.
• To manage security issues at the facility, including the security company's concerns.
• To work with the Operations Team to see that all necessary accommodation is well prepared.
• This includes arranging their accommodation and transportation to and from the airport where necessary.
• To support all visa applications as required by staff, interns, and students.
• Arrange staff, students, and interns’ medical and travel insurance covers by contacting the service providers.
• To assist the Marketing Team, or marketing staff, with camp-related market content as required.

• Excellent communication, verbal and written skills.
• Ability to communicate in the domestic languages.
• Strong analytical and technical skills.

• Bachelor’s degree in business administration, HR Mgt, or a related field.
• Diploma/Master of Business Administration or related field.
• Diploma in Marketing, Fundraising, or partnerships-related field.