ACTED Administration & HR Officer-Kampala Jobs in Uganda

ACTED Administration & HR Officer-Kampala Jobs in Uganda

Closing date: 18 Oct 2019

Department: Administration & HR

Position: Administration/Human Resource Officer

Direct Hierarchy: Office Manager

Functional Hierarchy: ADMIN/HR Manager

Contract duration: One Year

Duty Station: Kampala-Uganda

Starting Date: November 2019

ACTED is an independent international, private, non-partisan and non-profit organization that operates according to principles of strict neutrality, political and religious impartiality, and non-discrimination.

ACTED was created in 1993 to support populations affected by the conflict in Afghanistan. Based in Paris, France, ACTED now operates in 38 countries worldwide.

ACTED sectors of intervention include emergency relief, food security, health promotion, economic development, education & training, microfinance, local governance & institutional support, and cultural promotion. For more information, please visit our website at

ACTED Uganda is looking for experienced self-driven and self-oriented professionals to fill the position of an ADMIN/HR Officer based in Kampala-Uganda.

I. Main Objective

Under the guidance of the line manager, s/he will perform overall Administration and HR management of the ACTED Uganda mission ensuring that external governing laws and ACTED specific HR policies and procedures are always met.

S/he will provide oversight and day to day supervision of the HR/ADMIN team.

II. Duties and Responsibilities

Staffing and recruitment

  • Under the guidance of the Admin/HR Manager, deliver recruitment needs and fill vacancies within the targeted time while ensuring that open, fair and transparent recruitment procedures are followed as per ACTED policies.

  • Administration & governing laws: Labour laws and ACTED policies;

  • In liaison with Coordination and the Admin/HR and Compliance Managers;

  • Ensure that all statutory regulations are properly implemented within the ACTED mission accordingly.

  • Ensure registration of ACTED offices and keep copies of registration certificates.

    HR Titanics (Payroll/ Homere), Benefits

  • On monthly basis, to prepare/update HR Titanic& or HOMERE (as applicable) and submit to the Finance/Admin Manager for review on a timely manner
  • Ensure the smooth operation of employee payment; explain and implement employees' benefits packages as applicable.
  • Payslip management- Ensure all payslips are printed, approved and shared with staff
  • Preparation of monthly Expat presence table and ensure that it is sent to Finance/Admin Manager on a timely manner.

    Staff Information management

  • Regularly update and maintain accurate excel database for both national and international staff

    Contracts and ToRs

  • Under the guidance of ADMIN/HR Manager, develop employment contracts for new staff. Ensure the contracts are reviewed, approved and handed to staff before they are engaged.
  • Liaise directly with the respective managers for comprehensive ToRs and ensure all staff have updated ToRs in place.

    Leave follow up, Leave planning and public holidays

  • Regularly update and maintain leave follow ups and leave planning for all the staff in the mission-
  • Prepare a list of public holidays and Keep all staff informed of public holidays in the respective countries-

    Personnel folder

  • Ensure that each staff has their own personnel folder, updated regularly with the relevant HR documents and confidentially maintain them at the capital Office).
  • Ensure field Admin team maintain copies of the same in their respective offices.

    Attendance FU

  • Ensure all staff have attendance sheets and that they are properly filled out and filed on monthly basis.
  • Employee Relations, Conflicts Resolution & Discipline

  • Maintain and enhance the organization's human resources by planning, implementing, and evaluating employee relations and human resources policies and practices

  • Be available at the disposal of the conflicting parties and hear out their issues without being judgmental

  • In collaboration with the relevant line managers, deal with employee’s disciplinary matters as needed.

    Appraisal Management

  • Ensure adequate
    communication of appraisals processes, follow up and ensure end of probation and other appraisals are conducted on time.
  • Share appraisal related tools; Guide forms, memos etc as needed.


  • Immigration; Work Ps and Visas FU

  • Prepare the documentation needed for work permit applications and ensure they are launched on a timely manner.

    Medical Insurance

  • Ensure that staff insurances i.e. Medical Insurance, Medical Evacuation, GPA are renewed on a timely manner
  • Follow up and ensure that Insurance cards, Debit notes, credit notes and reimbursements are processed and delivered to staff on time.
  • Maintain a well updated database for insurance follow up

    General administration, filling and document tracking:

    In charge of filling and staff’s documents’ tracking from all the field offices;
    Capacity building:

  • To provide technical support to the field Finance/Admin Officers (if any).

    Coordinate ADMIN/HR meetings/activities

  • Facilitate general staff meetings and other meetings initiated by ADMIN/HR or as requested by Coordination by sending out meeting requests and reminders to staff

  • Take notes during staff meetings, ADMIN/HR team meetings & other meetings as may be requested by the ADMIN/HR Manager


  • Follow up with the Finance/Admin Officers at field and ensure that documents for audit are prepared and presented when needed

  • Support the ADMIN/HR Department colleagues in daily relevant activities

  • Any other duties as assigned by line manager.

    III. Qualifications/Skills Required

  • Bachelor’s Degree in Business Administration, Human Resource, Public Relations or related field.

  • 5 + Years of experience in HR management position preferably in an INGO with a proven track record of success

  • Acquaintance with employment labour laws, various regulations and statutory law in Uganda.

  • Computer Literate - MS Outlook and Excel and basic software application and familiarity with the internet and email communications

  • Excellent communication skills, Strong analytical skills (context, people …)

  • Competencies based interviewing experience

  • Online recruitment systems experience

  • Understanding of skills & Psychometric assessments (An advantage)

  • Good understanding of the Uganda context is a mandatory requirement

  • Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,

  • Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.

  • Capacity to build and maintain a strong professional network

    How to Apply:

    Qualified Uganda Nationals with the required skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter as a single document i.e. with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts to and received on or before 5.00PM on 18th October 2019 with the subject line as;

    Application for Admin/hr Officer Position– Uganda. Note that Applications sent without this exact subject line will not be shortlisted.

    Please note that only the shortlisted candidates will be contacted.

    ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments.

    ACTED is committed to protecting beneficiaries within our programmes from exploitation and abuse and any kind of misconduct.

    ACTED has specific policies, including PSEA and Child Protection, which outlines the expected behaviour and the responsibility of all staff, beneficiaries, consultants and other stakeholders and has zero tolerance towards misconducts.

    Any candidate offered a job with ACTED will be expected to sign ACTED’s organizational Policies and Code of Conduct as an annex to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

    ACTED is an Equal Opportunity Employer.

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