Human Resource and Administrative Officer job at Ashinaga Uganda

Description

Ashinaga Uganda is hiring a Human Resource & Administrative Officer 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.

Reports To: Director

Days of Duty: 5 days/week, occasional holiday work, overtime, and overseas business trips

Working Hours: 09:00 – 17:00

Duty Station: Kokorojuku, Yesu Amala, Nansana, Wakiso District

Start Date: April 1st, 2026 (earlier starts also considered)

Contract: Initial 1-year contract with a 3-month probationary period

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

The Human Resource & Administrative Officer will support all human resource and administrative tasks under the supervision of the Director. The general duties include the following:

1. Administrative Coordination

• Ensure the smooth running of the office from an administrative point of view, including facilitation and operational efficiency of Kokorojuku
• Work with external service providers
• Act as the first line of support for administrative tasks for all staff (including the camp team) when required
• Lead all administrative strategies and ensure goals and outputs are met
• Proactively improve the administration function

2. Human Resource Roles

Act as line supervisor to all Operations staff

Recruitment and Onboarding:

• Assist in recruitment by posting job openings, screening resumes, and coordinating interviews
• Facilitate onboarding, including preparation of orientation materials and sessions

Employee Records Management:

• Maintain and update employee records, ensuring accuracy and confidentiality
• Track attendance, leave requests, and performance evaluations

Policy Implementation:

• Assist in developing and implementing HR policies and procedures
• Ensure staff awareness and adherence to policies

Training Coordination:

• Organize and coordinate training sessions
• Monitor attendance and collect feedback

Employee Relations:

• Act as liaison between employees and management
• Address concerns, facilitate conflict resolution, and promote a positive work environment

3. Asset Management

• Manage company assets and items
• Conduct quarterly asset/item audits
• Arrange for replacements and repairs as necessary

4. Facility, Security, and Accommodation Management

• Arrange facility repairs and maintenance with service providers
• Manage security issues, including coordination with the security company
• Work with the Operations Team to ensure accommodation is well prepared

5. Visitor Arrangements

Arrange accommodation and airport transportation for visitors when required

6. Logistical and Visa Arrangements

Support visa applications for staff, interns, and students

7. Health Insurance Management

Arrange medical and travel insurance covers for staff, students, and interns

8. Marketing, Fundraising, and Partnerships (Administrative Support)

Assist the Marketing Team or marketing staff with camp-related marketing content as required

Job Requirements

Education and Qualifications

• Bachelor’s degree in Business Administration, HR Management, or related field✔
• Diploma/Master of Business Administration or related field✔
• Diploma in Marketing, Fundraising, or Partnerships-related field✔

Experience

• Ability to speak, write, and read English fluently
• At least 2 years’ experience as an Administrative Coordinator in 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 legal policies
• Track record of meeting tight deadlines and managing multiple tasks
• Experience in training and upskilling junior staff
• Experience with Marketing, Partnerships, and Fundraising
• Familiarity with financial and facilities management principles
• Skills and Abilities
• Excellent verbal and written communication skills
• Ability to communicate in domestic languages
• Strong analytical and technical skills

Qualities and Characteristics

• Highest standards of ethics and integrity
• Ability to work under pressure and manage priorities in a busy environment
• Proactive, positive, and collaborative team player
• Flexible, resilient, and able to work in stressful situations
• Ability to deliver high-quality work with urgency

• Ensure the smooth running of the office from an administrative point of view, including facilitation and operational efficiency of Kokorojuku
• Work with external service providers
• Act as the first line of support for administrative tasks for all staff (including the camp team) when required
• Lead all administrative strategies and ensure goals and outputs are met
• Proactively improve the administration function
• Act as line supervisor to all Operations staff
• Assist in recruitment by posting job openings, screening resumes, and coordinating interviews
• Facilitate onboarding, including preparation of orientation materials and sessions
• Maintain and update employee records, ensuring accuracy and confidentiality
• Track attendance, leave requests, and performance evaluations
• Assist in developing and implementing HR policies and procedures
• Ensure staff awareness and adherence to policies
• Organize and coordinate training sessions
• Monitor attendance and collect feedback
• Act as liaison between employees and management
• Address concerns, facilitate conflict resolution, and promote a positive work environment
• Manage company assets and items
• Conduct quarterly asset/item audits
• Arrange for replacements and repairs as necessary
• Arrange facility repairs and maintenance with service providers
• Manage security issues, including coordination with the security company
• Work with the Operations Team to ensure accommodation is well prepared
• Arrange accommodation and airport transportation for visitors when required
• Support visa applications for staff, interns, and students
• Arrange medical and travel insurance covers for staff, students, and interns
• Assist the Marketing Team or marketing staff with camp-related marketing content as required

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

• Bachelor’s degree in Business Administration, HR Management, or related field
• Diploma/Master of Business Administration or related field
• Diploma in Marketing, Fundraising, or Partnerships-related field
• Ability to speak, write, and read English fluently
• At least 2 years’ experience as an Administrative Coordinator in 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 legal policies
• Track record of meeting tight deadlines and managing multiple tasks
• Experience in training and upskilling junior staff
• Experience with Marketing, Partnerships, and Fundraising
• Familiarity with financial and facilities management principles