HR and Administration Officer At Habitat for Humanity Uganda

HR and Administration Officer

Uganda * Full-time

Habitat for Humanity Uganda

Human Resource Total Positions: 01 Location: Uganda Full-time Salary: not mentioned Posted 6 months ago

Position Summary

The HR and Administration Officer provide efficient HR administrative support, logistics coordination, and office management services to ensure smooth day-to-day operations. The role executes delegated HR functions, oversees administrative systems, manages transport and assets, and supervises support staff.

This position requires strong organisational skills, attention to detail, discretion, and the ability to work independently. Occasional travel to field locations is required.

KEY DUTIES AND RESPONSIBILITIES

1. HR Administrative Support (under the guidance of the HRLOD Manager)

Maintain and regularly update staff records, including contracts, leave, time sheets, benefits, and medical schedules.
Coordinate recruitment processes (interview scheduling, assessments, documentation, and communication to candidates).
Prepare HR documentation such as offer letters, contract amendments, and separation checklists.
Track probation reviews, performance appraisals, and staff training records.
Support onboarding processes, including staff orientation and coordination with IT for system access.
Maintain HR trackers (leave, recruitment, training, disciplinary actions).
Ensure proper filing and safe custody of HR records (both physical and electronic).
Support safeguarding documentation and compliance tracking.
Serve as the first point of contact for routine HR inquiries.

2. Logistics and Transport Coordination

Coordinate staff and visitor travel (flights, accommodation, visas, and transport).
Manage vehicle scheduling, fuel usage, maintenance, and logbooks.
Supervise Drivers and ensure compliance with transport policies.
Organise workshops, meetings, and events (venues, catering, materials, equipment).
Liaise with suppliers and service providers for office needs and repairs.

3. Office Administration

Oversee office operations, including cleanliness, utilities, security, and maintenance.
Supervise Office Assistant and Cleaner to ensure high standards of service.
Manage correspondence, filing systems, and document archiving.
Prepare meeting minutes and track follow-up actions.
Manage petty cash for administrative and logistics expenses.
Ensure timely renewal of licenses, insurance, and service contracts.
Provide administrative support across departments as needed.

4. Cross-functional Collaboration

Work closely with all departments to support operational efficiency.
Provide administrative and logistical support to program and support teams as required.

Success Indicators (KPIs)

HR records are accurate, complete, and updated weekly.
Recruitment processes are efficiently coordinated within agreed timelines.
Travel and logistics arrangements are timely with minimal complaints.
Vehicle downtime is maintained below 5% monthly.
Asset register is updated and verified quarterly.
Office supplies are consistently available.
Meeting minutes shared within 48 hours.
Licenses and contracts renewed at least 14 days before expiry.

QUALIFICATIONS / SKILLS

Minimum Qualifications and Experience

Bachelor’s degree in Human Resources, Business Administration, Social Sciences, or related field.
Minimum of three (3) years’ experience in HR administration, office administration, or logistics coordination, preferably in an NGO setting.
Professional HR certification is an added advantage.
Proven experience supervising support staff.

Required Competencies

Strong HR administrative and coordination skills.
Ability to manage logistics, assets, and office systems effectively.
Strong organisational, multitasking, and prioritisation abilities.
High level of integrity, confidentiality, and professionalism.
Good supervisory and interpersonal skills.
Proficiency in Microsoft Office applications; HRIS experience is an added advantage.
Excellent written and verbal communication skills.
Ability to work independently with minimal supervision.
Willingness to travel occasionally.

Core Values and Safeguarding

HFHI Core Values

Humility: We are part of something bigger than ourselves.
Courage: We do what is right, even when it is difficult.
Accountability: We take personal responsibility for advancing Habitat’s mission.

HOW TO APPLY

Safeguarding Commitment

HFHU requires all staff to uphold the highest ethical standards and actively contribute to safeguarding efforts. Employees must support systems that prevent harassment, sexual exploitation and abuse, protect beneficiaries—especially children—and promote adherence to Habitat for Humanity’s Code of Conduct.

Working Conditions

40 working hours per week (excluding lunch break).
Office-based role with occasional field travel.

Child & Beneficiary Safeguarding

This role involves interaction with beneficiaries, including children. The post holder is expected to adhere strictly to safeguarding policies and procedures.