HR Services Officer job at Vivo Energy

Vacancy title:
HR Services Officer

Jobs at:
Vivo Energy

Deadline of this Job:
Wednesday, May 21 2025

Duty Station:
kampala | Kampala | Uganda

Summary
Date Posted: Tuesday, May 13 2025, Base Salary: Not Disclosed

JOB DETAILS:

Job Purpose:

 To coordinate and support the effective delivery of HR services across office operations, facilities management, outsourced manpower, fleet governance, contract administration, and occupational health and safety. The role ensures compliance with internal policies and external regulations while maintaining a safe, functional, and cost-efficient work environment in collaboration with key departments.

Dimensions:

• Responsible for facilities management, outsourced manpower services, fleet governance, and OHS compliance.
• Manages HR services contracts and supports contract administration processes.
• Direct interface with Procurement, Engineering, and HSSEQ for service delivery alignment
• Supports HR operational audits and ensures vendor performance tracking.
• Oversees administrative budgets (Capex & Opex) related to office operations and outsourced services.

Key Responsibilities

Office Operations & Facilities Management

• Manage the day-to-day running of the office to ensure a clean, organized, and fully functional work environment that meets safety and operational standards, in collaboration with the HSSEQ and Engineering teams.
• Plan and monitor office space usage, including allocation of workspaces, labeling of rooms and storage areas, and coordinating minor layout changes or reconfigurations to support business needs.
• Oversee the condition and availability of office furniture, coordinating repairs or replacements as needed, and reporting any safety concerns to HSSEQ.
• Maintain shared office areas such as noticeboards, cabinets, and document libraries to support internal communication and orderly office use.
• Coordinate with the Communications Manager to maintain workplace branding elements such as signage and visual displays, ensuring alignment with the company’s image.
• Monitor and manage office supplies, stationery, and consumables, working with Procurement to ensure timely restocking and cost-effective usage.
• Track and manage utility consumption (electricity, water, internet), verify bills, and collaborate with Finance and Procurement to control costs and identify savings opportunities.
• Coordinate office maintenance and repairs through approved service providers, ensuring issues are addressed promptly and disruptions to operations are minimized.
• Support the tracking and renewal of workplace registrations with local authorities, in coordination with Procurement and Legal, to ensure the office remains compliant with regulatory requirements.
• Support the coordination of staff accommodation for international assignees or employees formally approved for housing, including liaising with landlords, managing occupancy logistics, and ensuring living arrangements meet company standards.
• Facilitate building access processes by coordinating with IT and HSSEQ to activate access for new employees and deactivate access for exiting staff.

Outsourced Manpower Management

• Support the day-to-day coordination of outsourced manpower services by maintaining accurate headcount records, assignment lists, and deployment schedules for all outsourced staff.
• Work with line managers to track onboarding, contract renewals, and exits for outsourced staff, ensuring timely communication with the service provider.
• Coordinate recruitment logistics for outsourced positions by liaising with line managers and manpower providers on job requirements, shortlisting, and scheduling of interviews.
• Attend disciplinary hearings involving outsourced staff alongside the service provider and line supervisor, ensuring process fairness and proper documentation.
• Monitor outsourced manpower contracts to ensure vendors deliver services in line with agreed terms, including attendance, performance, and service levels. Escalate any non-compliance issues to HR and Procurement.
• Participate in quarterly performance reviews of manpower providers, supporting the evaluation of KPIs, cost efficiency, and service quality.
• Track monthly timesheets, validate attendance data with line departments, and coordinate with Finance and Procurement for invoice verification and timely payments.
• Maintain a database of outsourced staff with key contract details, assignment history, and work locations, ensuring all records are accurate and up to date.
• Coordinate uniform issuance for outsourced staff where applicable, and ensure proper usage in line with company standards.
• Support contractor welfare by following up on reported concerns (e.g., access to facilities, safety, or conduct issues), and working with service providers to ensure timely resolution.
• Assist in coordinating access and onboarding briefings for outsourced staff, working with HSSEQ, Security, and line managers to ensure safety, compliance, and proper conduct on-site.
• Provide documentation and administrative support during audits or inspections related to outsourced manpower, ensuring contract and staff records are in order.

Fleet Governance

• Coordinate the administration of job need cars and car allowance benefits, ensuring eligibility, allocation, and usage align with the Car & Car Allowance Policy.
• Track and follow up on all approvals required for job need car assignments, working closely with HR, line managers, and relevant approvers to ensure proper documentation and authorization.
• Monitor compliance with the Car & Car Allowance Policy by tracking required checks, usage limits, and employee responsibilities, and escalate non-compliance where necessary.
• Coordinate the issuance, renewal, and deactivation of fuel cards for staff with job need cars and monitor monthly usage reports to flag any irregularities or policy breaches.
• Maintain up-to-date records of all job need vehicles, including servicing schedules, insurance status, and roadworthiness checks, in collaboration with Engineering and HSSEQ.
• Ensure that staff with job need cars complete the required annual vehicle inspections and follow up on any outstanding checks or safety concerns.
• Coordinate approved mileage reimbursement for employees using personal vehicles for official travel, based on rates provided by the Automobile Association of Uganda.
• Communicate updated mileage rates to staff, ensure proper documentation for claims, and work with Finance to verify and process reimbursements.
• Provide administrative support during audits or reviews related to fleet usage, car allowance compliance, mileage claims, and fuel card monitoring.

Contract & Vendor Management

• Support the management of HR-related service contracts, including outsourced manpower, cleaning, water supply, maintenance, and other administrative services.
• Coordinate with Procurement and Legal during contract development, renewals, and amendments to ensure alignment with company policies and service expectations.
• Maintain an up-to-date tracker of all HR-administered contracts, including key dates, deliverables, contacts, and performance review timelines.
• Monitor service delivery against agreed KPIs and service level agreements (SLAs), and follow up with vendors and internal stakeholders to address any service gaps.
• Participate in quarterly or scheduled performance review meetings with service providers, contributing to evaluation reports and action planning.
• Liaise with line departments and Procurement to verify services delivered before initiating payment requests, and support Finance during invoice processing and reconciliation.
• Ensure proper documentation and filing of contracts, vendor reports, and communication records for audit readiness and future reference.
• Escalate contract performance issues or potential risks to HRM and CP Manager for resolution in line with contract terms.

Occupational Health & Safety (OHS)

• Support the HSSEQ team in promoting a safe and healthy office environment by ensuring that daily operations and facilities comply with company safety standards and relevant laws.
• Coordinate and participate in routine workplace inspections to identify hygiene, safety, or ergonomic issues and follow up with relevant teams to ensure timely resolution.
• Follow up on closure of safety, hygiene, or facilities-related issues raised during workplace inspections or captured in systems such as E-Safe, ensuring responsible teams take timely action and updates are logged appropriately.
• Raise safety-related concerns from staff and ensure appropriate actions are taken in coordination with HSSEQ and other responsible departments.
• Coordinate the building access process by arranging access cards or keys for new employees and ensuring deactivation during exits in collaboration with IT and Security.
• Assist in organizing office safety awareness initiatives such as emergency drills, first aid training, or fire safety sessions in support of HSSEQ programs.
• Maintain records of office-related incidents or risks reported and support internal investigations and reporting as required.
• Support the workman’s compensation process by ensuring timely incident reporting, documentation, and coordination with HSSEQ, HR, and Finance for claim processing and follow-up.
• Ensure office-based contractors or service providers comply with safety requirements before accessing the site or performing work.

HR Business Partnering Support-Depot Operations

• Support Depot-based HR operations by coordinating routine HR activities such as onboarding, contract renewals, welfare, and exits.
• Act as a first-level contact for Depot supervisors on HR procedures, administrative support, and implementation of approved actions.
• Assist in tracking Depot staff headcount, contract status, and outsourced staff deployment, ensuring alignment with approved workforce plans.
• Provide follow-up support on employee welfare concerns, policy queries, and documentation needs raised at the Depot.
• Escalate matters beyond administrative scope to the HR Business Support Manager and/or HRM for appropriate resolution.

Requirements

• Bachelor’s degree in Human Resource Management, Business Administration, or a humanities related field.
• Must be a registered member of the Human Resource Managers Association of Uganda (HRMAU) and/or any other recognized professional HR body.
• Minimum of 6 years’ experience in HR generalist roles and administrative support functions.
• Strong knowledge and practical experience in HR administration, with the ability to support a wide range of operational and support functions across the employee lifecycle.
• Experience in facilities coordination, office administration, or outsourced services support will be an added advantage.
• Working knowledge of employee relations practices, including managing staff queries, coordinating welfare support, and handling basic workplace conduct issues.
• Familiarity with occupational health and safety standards, workman’s compensation reporting, and compliance procedures.
• Knowledge in cost control or budget tracking related to HR or administration activities.
• Proactive and flexible, with the ability to respond to operational needs that may arise outside regular working hours, including occasional weekend site visits or inspections.
• Strong planning, coordination, and follow-up skills with attention to detail and ability to manage multiple priorities.
• Good interpersonal and communication skills to work effectively with cross-functional teams and external vendors.
• High level of integrity, confidentiality, and sound judgment.
• Proficient in Microsoft Office (Excel, Word, Outlook); experience with HR systems or operational trackers is an advantage.

Work Hours: 8

Experience in Months: 72

Level of Education: bachelor degree

Job application procedure

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