Human Resource and Administration Officer job at Q-Sourcing

Background information about the job or company

Q-Sourcing Limited trading as Q-Sourcing Servtec is a manpower management solutions firm operating in the East African Region in the countries of Uganda, Kenya, Tanzania, Rwanda, and South Sudan.

On behalf of our client RIPPLE EFFECT in the NGO sector, we are looking for a competent, skilled, and experienced Human Resource and Administration Officer to work in Mbarara

About the Project

The Youth Economic Empowerment through Livestock Development (YEELD) Program is a five-year initiative aimed at improving the socio-economic well-being and resilience of financially disadvantaged young people aged 18–35 years in the Teso, Bukedi, and Ankole sub-regions of Uganda through livestock value chains. The program seeks to create 250,000 work opportunities, including for 200,000 (80%) young women, 5% persons with disabilities (PWDs), and 3% refugees and displaced persons (RDPs). YEELD is being implemented across 20 districts in the three sub-regions through a consortium coordinated by Ripple Effect, dfcu Foundation, and Multi Community Based Development Initiative (MUCOBADI), in partnership with the Mastercard Foundation.

Role Purpose

The Human Resources Officer provides operational HR support and coordination for the YEELD project at regional level. This role ensures that HR systems, processes, and practices are effectively implemented to support programme delivery, staff wellbeing, and compliance with organizational policies and donor requirements.

Working closely with the Project Manager and under technical guidance from the central HR function, the postholder supports recruitment, staff management, performance processes, HR administration, safeguarding compliance, and staff engagement within the region.

Key Responsibilities

HR Operations & Administration

• Implement HR policies, procedures, and systems at regional level in line with Ripple Effect standards.
• Maintain accurate and up-to-date staff records, contracts, and HR documentation.
• Manage onboarding and exit processes, ensuring compliance with organizational procedures.
• Support payroll inputs by tracking attendance, leave, and staff records.
• Oversee daily office operations and ensure a well-organized, functional work environment
• Manage office supplies, inventory, and procurement of goods and services
• Coordinate maintenance, repairs, and manage office space and equipment
• Ensure compliance with health, safety, and organizational policies
• Liaise with vendors, negotiate contracts, and maintain service provider relationships
• Manage documentation, records, and efficient filing systems (physical and digital)
• Support communication, scheduling, meetings, events, reporting, and office security systems

Recruitment & Onboarding

• Coordinate recruitment processes for regional roles, including drafting job adverts, scheduling interviews, and supporting selection processes.
• Ensure fair, transparent, and timely recruitment aligned with organizational standards.
• Facilitate induction and onboarding of new staff and consultants.

Performance Management & Staff Support

• Support implementation of performance management processes, including goal setting, appraisals, and reviews.
• Work with Project Managers to track staff performance and development needs.
• Provide guidance to staff on HR policies, procedures, and workplace issues.
• Promote staff wellbeing, engagement, and a positive working environment.

Training & Capacity Development

• Coordinate staff training, learning, and development initiatives within the region.
• Identify capacity gaps and work with management to address training needs.
• Support delivery of HR and safeguarding-related trainings for staff and partners.

HR Compliance & Policy Implementation

• Ensure compliance with labour laws, organizational HR policies, and donor requirements.
• Support audits and reviews by maintaining proper documentation and records.
• Promote understanding and adherence to HR policies across the project teams.

Safeguarding & Employee Relations

• Support implementation of safeguarding policies and reporting mechanisms at regional level.
• Promote a safe, respectful, and inclusive working environment.
• Handle employee relations issues at regional level, escalating where necessary.
• Ensure staff understand whistleblowing and reporting procedures.

Support for Programme Delivery

• Work closely with Project Managers to ensure HR capacity aligns with programme needs.
• Support workforce planning and deployment of staff across project activities.
• Facilitate timely contracting of staff, consultants, and short-term personnel.

Other Duties

• Ensure compliance with organizational values and Africa Forward Together approach.
• Participate in organizational HR initiatives and improvement processes.
• Track and ensure efficient use of organization assets.
• Manage organization/project fleet.
• Perform other duties as reasonably assigned by the Project Manager or HR Manager.

Key results

• Efficient and compliant HR systems implemented at regional level.
• Timely recruitment and onboarding of qualified staff.
• Staff performance management processes effectively supported.
• Accurate and up-to-date HR records and documentation maintained.
• High levels of staff engagement, wellbeing, and retention.
• Compliance with labour laws, safeguarding policies, and organizational standards.
• Strong HR support contributing to smooth programme implementation.

Safeguarding

At Ripple Effect, we are committed to creating a safe and rewarding environment for all of our people, including staff, participants, partners, volunteers, children, and vulnerable adults. It is a shared responsibility to ensure that everyone is treated properly and protected from harm, exploitation, and abuse. To fulfil this commitment, we have established a robust Safeguarding Policy that everyone working with us is expected to follow, along with a confidential whistle-blowing procedure that allows individuals to raise any concerns they may have.

The HR Officer plays a key role in promoting safeguarding awareness, ensuring staff understand their responsibilities, and supporting implementation of safeguarding policies and reporting mechanisms at regional level.

Person Specification

Qualifications

Essential:

• Bachelor’s degree in human resource management, Business Administration, Organizational Psychology, or related field.
• Post graduate training in HR

Desirable:

• Professional HR certification (e.g., IHRM, CIPD or equivalent).

Experience and Knowledge

Essential:

• 4–6 years of HR experience, preferably within an NGO or development context.
• Experience in recruitment, HR administration, and staff support.
• Knowledge of labour laws and HR best practices.

Desirable:

• Experience supporting field-based or multi-location teams.
• Familiarity with donor-funded project environments.

Skills and Attributes

Essential:

• Strong interpersonal and communication skills.
• High level of confidentiality, integrity, and professionalism.
• Good organizational and administrative skills.
• Ability to manage multiple tasks and meet deadlines.
• Strong problem-solving and conflict resolution skills.
• Ability to work collaboratively with diverse teams.
• Willingness to travel within the region as required.

Desirable:

• Experience with HR information systems (HRIS).
• Training and facilitation skills.

• Implement HR policies, procedures, and systems at regional level in line with Ripple Effect standards.
• Maintain accurate and up-to-date staff records, contracts, and HR documentation.
• Manage onboarding and exit processes, ensuring compliance with organizational procedures.
• Support payroll inputs by tracking attendance, leave, and staff records.
• Oversee daily office operations and ensure a well-organized, functional work environment
• Manage office supplies, inventory, and procurement of goods and services
• Coordinate maintenance, repairs, and manage office space and equipment
• Ensure compliance with health, safety, and organizational policies
• Liaise with vendors, negotiate contracts, and maintain service provider relationships
• Manage documentation, records, and efficient filing systems (physical and digital)
• Support communication, scheduling, meetings, events, reporting, and office security systems
• Coordinate recruitment processes for regional roles, including drafting job adverts, scheduling interviews, and supporting selection processes.
• Ensure fair, transparent, and timely recruitment aligned with organizational standards.
• Facilitate induction and onboarding of new staff and consultants.
• Support implementation of performance management processes, including goal setting, appraisals, and reviews.
• Work with Project Managers to track staff performance and development needs.
• Provide guidance to staff on HR policies, procedures, and workplace issues.
• Promote staff wellbeing, engagement, and a positive working environment.
• Coordinate staff training, learning, and development initiatives within the region.
• Identify capacity gaps and work with management to address training needs.
• Support delivery of HR and safeguarding-related trainings for staff and partners.
• Ensure compliance with labour laws, organizational HR policies, and donor requirements.
• Support audits and reviews by maintaining proper documentation and records.
• Promote understanding and adherence to HR policies across the project teams.
• Support implementation of safeguarding policies and reporting mechanisms at regional level.
• Promote a safe, respectful, and inclusive working environment.
• Handle employee relations issues at regional level, escalating where necessary.
• Ensure staff understand whistleblowing and reporting procedures.
• Work closely with Project Managers to ensure HR capacity aligns with programme needs.
• Support workforce planning and deployment of staff across project activities.
• Facilitate timely contracting of staff, consultants, and short-term personnel.
• Ensure compliance with organizational values and Africa Forward Together approach.
• Participate in organizational HR initiatives and improvement processes.
• Track and ensure efficient use of organization assets.
• Manage organization/project fleet.
• Perform other duties as reasonably assigned by the Project Manager or HR Manager.

• Strong interpersonal and communication skills.
• High level of confidentiality, integrity, and professionalism.
• Good organizational and administrative skills.
• Ability to manage multiple tasks and meet deadlines.
• Strong problem-solving and conflict resolution skills.
• Ability to work collaboratively with diverse teams.
• Willingness to travel within the region as required.
• Experience with HR information systems (HRIS).
• Training and facilitation skills.

• Bachelor’s degree in human resource management, Business Administration, Organizational Psychology, or related field.
• Post graduate training in HR
• Professional HR certification (e.g., IHRM, CIPD or equivalent).
• 4–6 years of HR experience, preferably within an NGO or development context.
• Experience in recruitment, HR administration, and staff support.
• Knowledge of labour laws and HR best practices.
• Experience supporting field-based or multi-location teams.
• Familiarity with donor-funded project environments.