Job Summary

The HR Administrative Assistant supports the HR Administrator in managing day-to-day human resource, timekeeping, payroll processing, and facility administration for 50 outsourced staff deployed across Engineering, Integrated Warehouse (IWHs), Life Support (LSS), and Movement Control (MOVCON) sections.

The role maintains accurate digital records in Odoo HRIS and physical personnel files, tracks daily attendance and pre-approved overtime, assists in candidate screening for rapid deployment, and conducts routine site facility checks to guarantee operational efficiency and adherence to all required standards.

Key Duties & Responsibilities

1. Personnel Records & Odoo HRIS Administration

• Maintains complete, up-to-date hard copy and digital personnel files for all 50 project personnel in compliance with M-Forte ISO 9001:2015 document control procedures.
• Enters and updates employee data, contract expiry dates, bio-data, and verification records in Odoo HRIS.
• Prepares personnel documentation for verification and quality audits upon request.

 2. Recruitment Support & SLA Tracking

• Assists in executing the 72-Hour Rapid Deployment Guarantee by organizing incoming applications, logging candidate profiles, and maintaining the pre-vetted backup database.
• Coordinates interview schedules, invites candidates, and prepares application dossiers across Unskilled, Skilled, and Expert job categories.
• Supports candidate onboarding by collecting and verifying required documentation (national IDs, certificates, NSSF, TIN, medical clearance, references, and security clearances).

3. Timekeeping, Overtime & Payroll Preparation

• Records daily time, shift rosters, and leave approvals using Odoo HRIS and supervisor-verified physical timesheets.
• Checks overtime entries against written pre-approvals prior to payroll consolidation.
• Prepares monthly attendance and payroll summary sheets for the HR Administrator, identifying and resolving data discrepancies early.
• Generates and distributes automated pay slips to staff via Odoo HRIS.

4. Induction, Training & Conduct Support

• Prepares joining packs, induction schedules, and ID/access badge applications for new hires entering the premises.
• Coordinates logistic arrangements for mandatory trainings, including Codes of Conduct, PSEA, OSH, and job-specific modules.
• Maintains attendance sheets and updates individual training records upon course completion.

5. Routine HR & Employee Inquiry Handling

• Drafts standardized HR correspondence, memos, and employment contracts from approved templates for verification by the HR Administrator.
• Serves as the primary point of contact for routine employee queries regarding leave balances, pay slip updates, benefits, and administrative procedures.
• Assists with exit clearance workflows and files offboarding documentation upon contract completion.

 6. Facility Checks & Maintenance Log Management

• Performs daily walk-through inspections of the project office, meeting rooms, workstations, and staff rest areas to verify cleanliness and functionality.
• Receives, logs, and tracks facility maintenance requests and faults (electrical, plumbing, HVAC, power/water points) in the central fault register, following up until closure.
• Monitors on-site third-party service providers (cleaning, security, pest control, generator maintenance) and maintains service delivery verification logs for invoice checking.

7. Asset & Supply Management

• Maintains the project asset and equipment register (tools, PPE, office furniture, keys, access passes).
• Conducts periodic stock-takes of office supplies, drinking water, first-aid kits, and PPE, raising purchase requisitions before stockouts occur.
• Logs the issue, return, transfer, or damage of equipment with signed employee receipts.

8. Workplace Safety & Environmental Compliance

• Maintains workplace safety logs, ensuring regular checks of fire extinguishers, first-aid boxes, emergency exits, and assembly points in line with the Environmental Technical Support Unit (ETSU) and OSH rules.
• Keeps emergency contact lists, OSH instructions, and PSEA notices visibly displayed on site.
• Prepares facility and administrative metrics for the monthly project HR report.

Required Qualifications & Experience

• Education: Diploma or Higher in Human Resource Management, Business Administration, Office Management, or a related discipline.
• Experience: Minimum 2 years of practical experience in HR administration, record-keeping, payroll data entry, or facility support.
• Technical Skills: Proficiency in MS Office (Excel, Word) with fast, high-accuracy data entry; familiarity with HRIS databases (preferably Odoo HRIS).
• Legal & Compliance Awareness: Basic knowledge of the Ugandan Employment Act, NSSF, PAYE, and Occupational Health and Safety principles.
• Attributes: High integrity, confidentiality, detail orientation, structured record-keeping, and ability to follow strict security and conduct guidelines.
• Desirable: Experience in outsourced workforce operations, project support environments, or basic First Aid/Fire Safety training.

Key Performance Indicators (KPIs)

 All qualifying and interested candidates should submit their applications not later than Friday 13th November 2026.

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