Head of Human Resources job at Ngali Development Foundation

Organisation Ngali Development Foundation (NDF)
Function Human Resources and Organisational Development
Duty station Kampala, Uganda, with travel to NDF programme and field locations
Reporting line Executive Director / Director
Position level Senior Management - Head of Function
Supervises HR staff and designated human resource focal persons, as assigned
Employment Full-time; terms as specified in the appointment agreement

Position purpose
The Head of Human Resources provides strategic and operational leadership for people management across Ngali Development Foundation. The position is responsible for an effective, legally compliant and accountable HR function that enables NDF to recruit, retain, develop and manage a skilled workforce delivering community development, humanitarian assistance and donor-supported programmes. The post holder serves as principal adviser to Executive Management on organisational design, workforce planning, employee relations, leadership capability and employment risk.

Management mandate
The Head leads the Foundation-wide HR function, supervises assigned HR personnel and coordinates human resource practices across the head office, programmes and field operations. The role sets professional standards and recommends appointments, policy changes and people-related expenditures for approval under NDF's established management and financial delegation arrangements.

Key duties and responsibilities

1. Strategic human resource leadership and organisational planning

• Develop and implement NDF's human resource strategy, annual HR work plan and staffing priorities in line with organisational plans, approved budgets and programme commitments.
• Advise Executive Management on HR risks, staffing structure, workforce costs, succession planning, organisational change and the implications of opening or expanding programme locations.
• Lead the review of job descriptions, organisational reporting lines, staff establishment and department-level workforce plans; ensure each position has a clear mandate and appropriate management oversight.
• Provide professional advice to managers on workforce productivity, employment decisions, staff engagement and appropriate use of human resources across projects.

2. Talent acquisition, selection and workforce deployment

• Direct end-to-end recruitment for management, technical, programme, administrative and support staff, from approved vacancy identification and advertising to selection recommendations and appointment documentation.
• Establish transparent shortlisting, interview, reference documentation and recruitment-record controls, and coach selection panels on objective assessment against approved person specifications.
• Oversee induction, probation, confirmation, internal transfers, contract renewals, redeployment, exits and handover arrangements; ensure consistency across offices and field teams.
• Plan staffing for time-bound donor projects, outreach activities and operational peaks, including field deployment schedules and documented reporting relationships.

3. HR policy, employment compliance and governance

• Lead the development and periodic updating of the HR manual, staff handbook, employment contracts, standard operating procedures, codes of conduct and related management forms.
• Oversee compliance with applicable Ugandan employment, labour, occupational safety, statutory social security, payroll-tax and data-protection requirements, coordinating with Finance and legal advisers when needed.
• Maintain a controlled and accessible register of HR policies, contract terms, staff entitlements, internal approvals and disciplinary procedures, with revisions authorised through NDF governance channels.
• Advise on organisational and donor HR standards while distinguishing statutory requirements, contractual conditions and NDF internal policies.

4. Performance management and organisational development

• Lead a consistent performance management framework covering objective setting, probation reviews, periodic appraisals, individual development plans, feedback and fair performance-improvement processes.
• Coordinate annual skills-gap assessments and training plans for leadership, project management, reporting, field operations, compliance, administration and other critical functions.
• Coach supervisors on effective delegation, staff coaching, conflict management and documentation of performance decisions.
• Develop practical succession and staff-retention initiatives for high-risk and specialist roles, and assess whether learning investments strengthen organisational performance.

5. Employee relations, staff welfare and workplace culture

• Serve as management adviser on staff grievances, disciplinary issues, conflict resolution, absenteeism, workplace misconduct and termination procedures, ensuring due process and documented decisions.
• Lead staff engagement initiatives and systems for confidential complaints, communication and timely resolution of workplace concerns.
• Promote a respectful, inclusive and accountable organisational culture consistent with NDF's values, professional ethics and employee rights.
• Coordinate staff welfare, occupational safety concerns, leave administration and referrals for specialised support where appropriate, in partnership with designated officers.

6. Compensation, benefits, payroll controls and HR budgeting

• Advise management on remuneration structure, allowances, benefits, job grading and compensation-related policies, taking account of fairness, affordability and approved financial resources.
• Supervise accurate monthly HR payroll inputs, new appointments, authorised deductions, employment changes, leave balances and staff exits in collaboration with Finance.
• Monitor HR-related statutory obligations, including PAYE and NSSF processes, and escalate discrepancies, overdue actions or departures from approved employment terms.
• Prepare and monitor the HR departmental budget and forecast personnel needs and staff costs for management decisions and project planning.

7. Safeguarding, ethical practice and employee data protection

• Embed appropriate staff orientation and management accountability for child protection, prevention of sexual exploitation and abuse, anti-harassment measures and ethical conduct in beneficiary-facing programmes.
• Ensure employee grievances and misconduct reports are handled through defined procedures that protect confidentiality, fairness, reporting obligations and survivor or complainant safety.
• Establish secure access, lawful use, retention and disposal practices for personnel files, medical and other sensitive staff information, with clear HR system access rights.
• Coordinate HR input to serious incident management, workplace risk assessments and relevant organisational audits while preserving appropriate internal oversight.

8. Multi-site HR operations and programme workforce support

• Provide guidance and quality assurance for HR practices at head office, project offices, partner-supported sites and community field locations where NDF staff are deployed.
• Ensure field and project teams use consistent attendance, timesheet, leave, travel, assignment and personnel cost records suited to programme and donor reporting needs.
• Support managers to plan safe, adequately supervised field assignments and coordinate staff deployment, replacement and contingency requirements.
• Work closely with Programme/Project, Finance, Administration and Monitoring, Evaluation, Accountability and Learning teams to resolve workforce challenges affecting delivery.

9. HR information systems, management reporting and audit readiness

• Maintain reliable personnel records, contract registers, staff establishment lists and human resource information systems, with periodic quality checks and secure records management.
• Present regular management dashboards covering headcount, vacancies, recruitment timelines, turnover, leave, probation, appraisals, training, grievances and emerging HR risks.
• Lead HR compliance reviews, respond to relevant audit findings and track corrective actions across the Foundation.
• Ensure staffing files, authorisations and personnel-cost documentation are sufficiently complete for approved donor reviews, management inspections and statutory requirements.

10. Leadership, supervision and cross-functional accountability

• Supervise and appraise assigned HR staff, set clear work priorities, uphold service standards and build a capable, responsive HR function.
• Participate in management planning and advise on the people implications of strategic decisions, budgets, project proposals and organisational growth.
• Coordinate with department heads on staffing needs, policy implementation, workforce discipline and professional development without displacing line-management responsibility.
• Carry out additional senior HR management duties assigned by Executive Management within the role's professional scope and approved authority.

Person specification

Essential academic and professional qualifications

• A Bachelor's degree from a recognised institution in Human Resource Management, Human Resource Development, Business Administration (HR or Management), Industrial/Organisational Psychology, Public Administration, Labour/Employment Relations or a closely related discipline.
• Sound professional competence in strategic human resources management, employment compliance, organisational development, personnel administration and staff supervision.
• Working proficiency in Microsoft Office, HR information systems, payroll/attendance reporting and confidential personnel-record management.

Minimum relevant experience

• A minimum of five (5) years of progressively responsible human resources experience, including substantive work within an NGO, humanitarian/development organisation or similar non-profit environment and demonstrated HR management in a large, complex or multi-site institution.
• At least two (2) years of supervisory or managerial responsibility within the five-year period, involving advice to senior management and coordination of an HR team or institution-wide HR systems.
• Proven experience in workforce planning, senior and general recruitment, employee relations, performance management, staff records, employment contracts and institutional policy implementation.
• Experience working with field-based teams, multiple departments or geographically dispersed operations, with a practical understanding of NGO accountability and donor-supported staffing arrangements.
• Demonstrated ability to handle sensitive employment matters, lead organisational improvements and maintain sound documentation and HR controls.

Additional qualifications and experience (advantage)

• A Master's degree in Human Resource Management, Organisational Development, Business Administration, Management or another relevant discipline.
• A recognised HR professional certification (such as CIPD, SHRM, CHRP or equivalent) or professional membership in a recognised HR association.
• Experience heading or establishing an HR function, overseeing institutional restructuring, introducing HR information systems or managing HR for an organisation with substantial programme and field operations.

Core technical and leadership competencies

• Strategic and operational HR leadership; organisation and workforce design; staff establishment and succession planning.
• Practical knowledge of Uganda's employment framework, staff rights and obligations, PAYE, NSSF, workplace safety and privacy standards.
• Competence in organisational policy writing, employment contracts, compensation oversight, workforce budgeting and payroll verification.
• Strong capability in employee relations, mediation, disciplinary case management, coaching, staff welfare and change management.
• Clear written reporting, HR analytics, stakeholder engagement, professional discretion and confident communication with executive leadership.

Personal attributes

• High integrity, sound judgement, confidentiality, impartiality and personal accountability.
• Ability to lead and mentor teams, manage competing organisational needs and make timely, evidence-based recommendations.
• Diplomacy, resilience, interpersonal sensitivity and constructive conflict-resolution skills.
• Commitment to ethical service, fair employment practices and the humanitarian and community-development purpose of NDF.

Expected performance results

• Current HR policies, approved job descriptions and a reliable staffing establishment maintained across the Foundation.
• Timely, well-documented recruitment, induction, probation and employment life-cycle processes.
• Consistent performance appraisal and staff development arrangements with documented follow-up.
• Accurate payroll-change, leave, contract and personnel-file controls coordinated with Finance.
• Staff grievances and employment risks managed promptly, fairly and through approved processes.
• Actionable HR management reports and timely closure of internal review and audit findings.

• Develop and implement NDF's human resource strategy, annual HR work plan and staffing priorities in line with organisational plans, approved budgets and programme commitments.
• Advise Executive Management on HR risks, staffing structure, workforce costs, succession planning, organisational change and the implications of opening or expanding programme locations.
• Lead the review of job descriptions, organisational reporting lines, staff establishment and department-level workforce plans; ensure each position has a clear mandate and appropriate management oversight.
• Provide professional advice to managers on workforce productivity, employment decisions, staff engagement and appropriate use of human resources across projects.
• Direct end-to-end recruitment for management, technical, programme, administrative and support staff, from approved vacancy identification and advertising to selection recommendations and appointment documentation.
• Establish transparent shortlisting, interview, reference documentation and recruitment-record controls, and coach selection panels on objective assessment against approved person specifications.
• Oversee induction, probation, confirmation, internal transfers, contract renewals, redeployment, exits and handover arrangements; ensure consistency across offices and field teams.
• Plan staffing for time-bound donor projects, outreach activities and operational peaks, including field deployment schedules and documented reporting relationships.
• Lead the development and periodic updating of the HR manual, staff handbook, employment contracts, standard operating procedures, codes of conduct and related management forms.
• Oversee compliance with applicable Ugandan employment, labour, occupational safety, statutory social security, payroll-tax and data-protection requirements, coordinating with Finance and legal advisers when needed.
• Maintain a controlled and accessible register of HR policies, contract terms, staff entitlements, internal approvals and disciplinary procedures, with revisions authorised through NDF governance channels.
• Advise on organisational and donor HR standards while distinguishing statutory requirements, contractual conditions and NDF internal policies.
• Lead a consistent performance management framework covering objective setting, probation reviews, periodic appraisals, individual development plans, feedback and fair performance-improvement processes.
• Coordinate annual skills-gap assessments and training plans for leadership, project management, reporting, field operations, compliance, administration and other critical functions.
• Coach supervisors on effective delegation, staff coaching, conflict management and documentation of performance decisions.
• Develop practical succession and staff-retention initiatives for high-risk and specialist roles, and assess whether learning investments strengthen organisational performance.
• Serve as management adviser on staff grievances, disciplinary issues, conflict resolution, absenteeism, workplace misconduct and termination procedures, ensuring due process and documented decisions.
• Lead staff engagement initiatives and systems for confidential complaints, communication and timely resolution of workplace concerns.
• Promote a respectful, inclusive and accountable organisational culture consistent with NDF's values, professional ethics and employee rights.
• Coordinate staff welfare, occupational safety concerns, leave administration and referrals for specialised support where appropriate, in partnership with designated officers.
• Advise management on remuneration structure, allowances, benefits, job grading and compensation-related policies, taking account of fairness, affordability and approved financial resources.
• Supervise accurate monthly HR payroll inputs, new appointments, authorised deductions, employment changes, leave balances and staff exits in collaboration with Finance.
• Monitor HR-related statutory obligations, including PAYE and NSSF processes, and escalate discrepancies, overdue actions or departures from approved employment terms.
• Prepare and monitor the HR departmental budget and forecast personnel needs and staff costs for management decisions and project planning.
• Embed appropriate staff orientation and management accountability for child protection, prevention of sexual exploitation and abuse, anti-harassment measures and ethical conduct in beneficiary-facing programmes.
• Ensure employee grievances and misconduct reports are handled through defined procedures that protect confidentiality, fairness, reporting obligations and survivor or complainant safety.
• Establish secure access, lawful use, retention and disposal practices for personnel files, medical and other sensitive staff information, with clear HR system access rights.
• Coordinate HR input to serious incident management, workplace risk assessments and relevant organisational audits while preserving appropriate internal oversight.
• Provide guidance and quality assurance for HR practices at head office, project offices, partner-supported sites and community field locations where NDF staff are deployed.
• Ensure field and project teams use consistent attendance, timesheet, leave, travel, assignment and personnel cost records suited to programme and donor reporting needs.
• Support managers to plan safe, adequately supervised field assignments and coordinate staff deployment, replacement and contingency requirements.
• Work closely with Programme/Project, Finance, Administration and Monitoring, Evaluation, Accountability and Learning teams to resolve workforce challenges affecting delivery.
• Maintain reliable personnel records, contract registers, staff establishment lists and human resource information systems, with periodic quality checks and secure records management.
• Present regular management dashboards covering headcount, vacancies, recruitment timelines, turnover, leave, probation, appraisals, training, grievances and emerging HR risks.
• Lead HR compliance reviews, respond to relevant audit findings and track corrective actions across the Foundation.
• Ensure staffing files, authorisations and personnel-cost documentation are sufficiently complete for approved donor reviews, management inspections and statutory requirements.
• Supervise and appraise assigned HR staff, set clear work priorities, uphold service standards and build a capable, responsive HR function.
• Participate in management planning and advise on the people implications of strategic decisions, budgets, project proposals and organisational growth.
• Coordinate with department heads on staffing needs, policy implementation, workforce discipline and professional development without displacing line-management responsibility.
• Carry out additional senior HR management duties assigned by Executive Management within the role's professional scope and approved authority.

• Strategic human resources management
• Employment compliance
• Organisational development
• Personnel administration
• Staff supervision
• Microsoft Office proficiency
• HR information systems
• Payroll/attendance reporting
• Confidential personnel-record management
• Workforce planning
• Senior and general recruitment
• Employee relations
• Performance management
• Staff records management
• Employment contract management
• Institutional policy implementation
• Handling sensitive employment matters
• Leading organisational improvements
• Maintaining sound documentation and HR controls
• Mediation
• Disciplinary case management
• Coaching
• Staff welfare
• Change management
• Clear written reporting
• HR analytics
• Stakeholder engagement
• Professional discretion
• Confident communication with executive leadership
• Uganda's employment framework knowledge
• Staff rights and obligations knowledge
• PAYE knowledge
• NSSF knowledge
• Workplace safety standards knowledge
• Privacy standards knowledge

• A Bachelor's degree from a recognised institution in Human Resource Management, Human Resource Development, Business Administration (HR or Management), Industrial/Organisational Psychology, Public Administration, Labour/Employment Relations or a closely related discipline.
• Sound professional competence in strategic human resources management, employment compliance, organisational development, personnel administration and staff supervision.
• Working proficiency in Microsoft Office, HR information systems, payroll/attendance reporting and confidential personnel-record management.
• A Master's degree in Human Resource Management, Organisational Development, Business Administration, Management or another relevant discipline (Advantage).
• A recognised HR professional certification (such as CIPD, SHRM, CHRP or equivalent) or professional membership in a recognised HR association (Advantage).
• Experience heading or establishing an HR function, overseeing institutional restructuring, introducing HR information systems or managing HR for an organisation with substantial programme and field operations (Advantage).