HR Services Officer

Job Purpose:

To coordinate and support the effective delivery of HR services across office operations, facilities management, outsourced manpower, fleet governance, contract administration, and occupational health and safety. The role ensures compliance with internal policies and external regulations while maintaining a safe, functional, and cost-efficient work environment in collaboration with key departments.

Dimensions:

Responsible for facilities management, outsourced manpower services, fleet governance, and OHS compliance
Manages HR services contracts and supports contract administration processes
Direct interface with Procurement, Engineering, and HSSEQ for service delivery alignment
Supports HR operational audits and ensures vendor performance tracking
Oversees administrative budgets (Capex & Opex) related to office operations and outsourced services

Key Responsibilities

Office Operations & Facilities Management

Manage the day-to-day running of the office to ensure a clean, organized, and fully functional work environment that meets safety and operational standards, in collaboration with the HSSEQ and Engineering teams
Plan and monitor office space usage, including allocation of workspaces, labeling of rooms and storage areas, and coordinating minor layout changes or reconfigurations to support business needs
Oversee the condition and availability of office furniture, coordinating repairs or replacements as needed, and reporting any safety concerns to HSSEQ
Maintain shared office areas such as noticeboards, cabinets, and document libraries to support internal communication and orderly office use
Coordinate with the Communications Manager to maintain workplace branding elements such as signage and visual displays, ensuring alignment with the company’s image
Monitor and manage office supplies, stationery, and consumables, working with Procurement to ensure timely restocking and cost-effective usage
Track and manage utility consumption (electricity, water, internet), verify bills, and collaborate with Finance and Procurement to control costs and identify savings opportunities
Coordinate office maintenance and repairs through approved service providers, ensuring issues are addressed promptly and disruptions to operations are minimized
Support the tracking and renewal of workplace registrations with local authorities, in coordination with Procurement and Legal, to ensure the office remains compliant with regulatory requirements
Support the coordination of staff accommodation for international assignees or employees formally approved for housing, including liaising with landlords, managing occupancy logistics, and ensuring living arrangements meet company standards
Facilitate building access processes by coordinating with IT and HSSEQ to activate access for new employees and deactivate access for exiting staff

Outsourced Manpower Management

Support the day-to-day coordination of outsourced manpower services by maintaining accurate headcount records, assignment lists, and deployment schedules for all outsourced staff
Work with line managers to track onboarding, contract renewals, and exits for outsourced staff, ensuring timely communication with the service provider
Coordinate recruitment logistics for outsourced positions by liaising with line managers and manpower providers on job requirements, shortlisting, and scheduling of interviews
Attend disciplinary hearings involving outsourced staff alongside the service provider and line supervisor, ensuring process fairness and proper documentation
Monitor outsourced manpower contracts to ensure vendors deliver services in line with agreed terms, including attendance, performance, and service levels. Escalate any non-compliance issues to HR and Procurement
Participate in quarterly performance reviews of manpower providers, supporting the evaluation of KPIs, cost efficiency, and service quality
Track monthly timesheets, validate attendance data with line departments, and coordinate with Finance and Procurement for invoice verification and timely payments
Maintain a database of outsourced staff with key contract details, assignment history, and work locations, ensuring all records are accurate and up to date

Coordinate uniform issuance for outsourced staff where applicable, and ensure proper usage in line with company standards
Support contractor welfare by following up on reported concerns (e.g., access to facilities, safety, or conduct issues), and working with service providers to ensure timely resolution
Assist in coordinating access and onboarding briefings for outsourced staff, working with HSSEQ, Security, and line managers to ensure safety, compliance, and proper conduct on-site
Provide documentation and administrative support during audits or inspections related to outsourced manpower, ensuring contract and staff records are in order

Fleet Governance

Coordinate the administration of job need cars and car allowance benefits, ensuring eligibility, allocation, and usage align with the Car & Car Allowance Policy
Track and follow up on all approvals required for job need car assignments, working closely with HR, line managers, and relevant approvers to ensure proper documentation and authorization
Monitor compliance with the Car & Car Allowance Policy by tracking required checks, usage limits, and employee responsibilities, and escalate non-compliance where necessary

Coordinate the issuance, renewal, and deactivation of fuel cards for staff with job need cars and monitor monthly usage reports to flag any irregularities or policy breaches
Maintain up-to-date records of all job need vehicles, including servicing schedules, insurance status, and roadworthiness checks, in collaboration with Engineering and HSSEQ
Ensure that staff with job need cars complete the required annual vehicle inspections and follow up on any outstanding checks or safety concerns
Coordinate approved mileage reimbursement for employees using personal vehicles for official travel, based on rates provided by the Automobile Association of Uganda
Communicate updated mileage rates to staff, ensure proper documentation for claims, and work with Finance to verify and process reimbursements
Provide administrative support during audits or reviews related to fleet usage, car allowance compliance, mileage claims, and fuel card monitoring

Contract & Vendor Management

Support the management of HR-related service contracts, including outsourced manpower, cleaning, water supply, maintenance, and other administrative services
Coordinate with Procurement and Legal during contract development, renewals, and amendments to ensure alignment with company policies and service expectations
Maintain an up-to-date tracker of all HR-administered contracts, including key dates, deliverables, contacts, and performance review timelines
Monitor service delivery against agreed KPIs and service level agreements (SLAs), and follow up with vendors and internal stakeholders to address any service gaps
Participate in quarterly or scheduled performance review meetings with service providers, contributing to evaluation reports and action planning
Liaise with line departments and Procurement to verify services delivered before initiating payment requests, and support Finance during invoice processing and reconciliation
Ensure proper documentation and filing of contracts, vendor reports, and communication records for audit readiness and future reference
Escalate contract performance issues or potential risks to HRM and CP Manager for resolution in line with contract terms

Occupational Health & Safety (OHS)

Support the HSSEQ team in promoting a safe and healthy office environment by ensuring that daily operations and facilities comply with company safety standards and relevant laws
Coordinate and participate in routine workplace inspections to identify hygiene, safety, or ergonomic issues and follow up with relevant teams to ensure timely resolution
Follow up on closure of safety, hygiene, or facilities-related issues raised during workplace inspections or captured in systems such as E-Safe, ensuring responsible teams take timely action and updates are logged appropriately
Raise safety-related concerns from staff and ensure appropriate actions are taken in coordination with HSSEQ and other responsible departments
Coordinate the building access process by arranging access cards or keys for new employees and ensuring deactivation during exits in collaboration with IT and Security
Assist in organizing office safety awareness initiatives such as emergency drills, first aid training, or fire safety sessions in support of HSSEQ programs
Maintain records of office-related incidents or risks reported and support internal investigations and reporting as required
Support the workman’s compensation process by ensuring timely incident reporting, documentation, and coordination with HSSEQ, HR, and Finance for claim processing and follow-up
Ensure office-based contractors or service providers comply with safety requirements before accessing the site or performing work

HR Business Partnering Support-Depot Operations

Support Depot-based HR operations by coordinating routine HR activities such as onboarding, contract renewals, welfare, and exits
Act as a first-level contact for Depot supervisors on HR procedures, administrative support, and implementation of approved actions
Assist in tracking Depot staff headcount, contract status, and outsourced staff deployment, ensuring alignment with approved workforce plans
Provide follow-up support on employee welfare concerns, policy queries, and documentation needs raised at the Depot
Escalate matters beyond administrative scope to the HR Business Support Manager and/or HRM for appropriate resolution

Requirements

Bachelor’s degree in Human Resource Management, Business Administration, or a humanities related field.
Must be a registered member of the Human Resource Managers Association of Uganda (HRMAU) and/or any other recognized professional HR body
Minimum of 6 years’ experience in HR generalist roles and administrative support functions
Strong knowledge and practical experience in HR administration, with the ability to support a wide range of operational and support functions across the employee lifecycle
Experience in facilities coordination, office administration, or outsourced services support will be an added advantage
Working knowledge of employee relations practices, including managing staff queries, coordinating welfare support, and handling basic workplace conduct issues
Familiarity with occupational health and safety standards, workman’s compensation reporting, and compliance procedures
Knowledge in cost control or budget tracking related to HR or administration activities
Proactive and flexible, with the ability to respond to operational needs that may arise outside regular working hours, including occasional weekend site visits or inspections
Strong planning, coordination, and follow-up skills with attention to detail and ability to manage multiple priorities
Good interpersonal and communication skills to work effectively with cross-functional teams and external vendors
High level of integrity, confidentiality, and sound judgment
Proficient in Microsoft Office (Excel, Word, Outlook); experience with HR systems or operational trackers is an advantage
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