Office and Human Resources Manager job at ThinkWell

The Office and HR Manager is responsible for coordinating the day-to-day administration of the Uganda country office and supporting the effective management of local human resources. The role ensures that office services, administrative systems and employee records are organized, responsive and compliant with ThinkWell policies and applicable Ugandan laws. The Manager works closely with the Finance & Administration Director, the Talent team and the Procurement and Field Logistics Manager to provide reliable support to staff and program operations.

This is a full-time position based in ThinkWell’s office in Kampala, Uganda.

WHAT YOU’LL DO

Office administration and management

• Coordinate the day-to-day running of the country office, including office supplies, utilities, communications, maintenance and office service arrangements.
• Maintain office administrative records, filing systems, correspondence and service documentation.
• Support the establishment and ongoing operation of the country office, including administrative aspects of government and tax registrations, liaison activities and office compliance requirements, under the guidance of the Finance & Administration Director.
• Coordinate office access, meeting rooms, office equipment and general administrative arrangements.
• Coordinate office service requirements and work with the Procurement and Field Logistics Manager where competitive sourcing or formal procurement is required.
• Provide administrative support for internal and external meetings, including correspondence, scheduling and meeting documentation.
• Coordinate office-related insurance administration and maintain relevant records in collaboration with the Finance & Administration Director and Procurement and Field Logistics Manager.

Human resources coordination

• Coordinate local recruitment processes in collaboration with the Talent team, hiring managers and the Finance & Administration Director, including interview scheduling, candidate communication and recruitment documentation.
• Coordinate onboarding and offboarding, including completion of required documentation, orientation, introductions and exit administration.
• Prepare and maintain staff contracts, contract amendments and related HR documentation for review and approval by authorized personnel.
• Maintain accurate, secure and confidential employee files and records in accordance with ThinkWell policy and applicable Ugandan legal requirements.
• Coordinate leave administration, attendance records and other routine employee information, ensuring timely and accurate updates to the relevant systems.
• Coordinate the collection and submission of approved payroll inputs, including new hires, exits, leave, changes in employment terms and other authorized adjustments, to the Finance team.
• Support implementation of the performance management cycle, including communication of timelines, documentation and follow-up with managers and staff.
• Coordinate staff learning, development and orientation activities in collaboration with the Talent team and relevant managers.
• Provide administrative support on employee relations and staff welfare matters, escalating sensitive or complex issues to the Finance & Administration Director and/or Talent team as appropriate.
• Monitor changes in local labour requirements and flag potential implications to the Finance & Administration Director and Talent team.

Administrative and operational coordination

• Coordinate administrative aspects of staff travel, including travel requests, itineraries and accommodation bookings, working with the Procurement and Field Logistics Manager on transport and field logistics.
• Provide responsive administrative support to the Chief of Party/Country Manager, Finance & Administration Director and program teams.
• Coordinate office events and staff meetings, ensuring that administrative arrangements are in place.
• Work collaboratively with the Procurement and Field Logistics Manager to ensure clear hand-offs for office supplies, service providers, equipment and logistical support.
• Contribute to the development and updating of country office administrative and HR procedures, checklists and guidance.

Compliance, records and continuous improvement

• Ensure that office administration and HR processes are implemented consistently with ThinkWell policies and applicable Ugandan laws and regulations.
• Maintain orderly and secure administrative and HR records, with appropriate access controls and confidentiality safeguards.
• Support internal reviews, external audits and compliance assessments by providing relevant administrative and HR documentation within authorized access arrangements.
• Identify opportunities to improve office administration, staff support, records management and HR coordination.

WE ARE

ThinkWell’s core values are our fundamental organizational guiding principles. They define our corporate culture, influence our behavior at work and help us achieve our mission:

Think big • Influence the conversation • Empower others • Be exceptional • Always question • Relate authentically • Evolve by learning

YOU ARE

• An entrepreneurial, results-oriented ‘do-er’ with a willingness to take initiative, think big and challenge conventional wisdom.
• A change maker who reaches independent judgement with an open mind, influences the conversation and seeks innovation.
• Able to help create an empowering environment in which everyone feels free to take initiative, be accountable and learn from mistakes.
• A collaborative colleague who engages constructively with people from different cultures, orientations and perspectives.
• Motivated by a growth mindset and the pursuit of knowledge, experience and self-improvement.
• Authentic, honest, direct, self-aware and open to giving and receiving feedback.

Requirements

• A bachelor’s degree in human resource management, business administration, public administration, social sciences or another relevant field.
• At least seven years of relevant professional experience in office administration, human resources or operations, preferably in an NGO, donor-funded program, consulting firm or development organization.
• Demonstrated experience coordinating recruitment, onboarding and offboarding, employee records, employment documentation and staff administration.
• Good working knowledge of Uganda’s labour laws and HR administration practices; experience supporting a multi-disciplinary or donor-funded team is an advantage.
• Experience coordinating office services, facilities, travel administration, meetings and general office operations.
• Understanding of confidentiality, records management and appropriate handling of sensitive employee information.
• Strong organizational, interpersonal, communication and problem-solving skills, with the ability to manage competing priorities and deadlines.
• Proficiency in Microsoft Office applications, particularly Word and Excel, and familiarity with HR information or payroll systems.
• Demonstrated ability to work collaboratively with staff at all levels and engage professionally with external partners and service providers.
• Full professional fluency in English and excellent written and verbal communication skills.

• Coordinate the day-to-day running of the country office, including office supplies, utilities, communications, maintenance and office service arrangements.
• Maintain office administrative records, filing systems, correspondence and service documentation.
• Coordinate local recruitment processes, onboarding and offboarding, staff contracts, employee records, leave administration and approved payroll inputs.
• Support implementation of the performance management cycle and coordinate staff learning, development and orientation activities.
• Coordinate staff travel, office events, staff meetings and administrative support for country office and program teams.
• Ensure office administration and HR processes comply with ThinkWell policies and applicable Ugandan laws and regulations.
• Support internal reviews, external audits and compliance assessments, and identify opportunities to improve office administration and HR coordination.

• Strong organizational, interpersonal, communication and problem-solving skills
• Ability to manage competing priorities and deadlines
• Good working knowledge of Uganda’s labour laws and HR administration practices
• Understanding of confidentiality, records management and appropriate handling of sensitive employee information
• Proficiency in Microsoft Office applications, particularly Word and Excel
• Familiarity with HR information or payroll systems
• Full professional fluency in English and excellent written and verbal communication skills
• Ability to work collaboratively with staff at all levels and engage professionally with external partners and service providers

• At least seven years of relevant professional experience in office administration, human resources or operations
• Demonstrated experience coordinating recruitment, onboarding and offboarding, employee records, employment documentation and staff administration
• Experience coordinating office services, facilities, travel administration, meetings and general office operations
• Experience supporting a multi-disciplinary or donor-funded team is an advantage
• Preferably experienced in an NGO, donor-funded program, consulting firm or development organization