• Employee Records & Data Management • Maintain accurate and up-to-date employee records, both physical and digital, in line with internal procedures. • File employment-related documents, including offer letters, contracts, confirmations, appraisals, disciplinary records, and exit forms. • Periodically review files to identify missing or outdated documents and follow up with HR or line contacts to close gaps. • Update employee tracking logs (e.g. contract expiries, confirmation dates, and file completeness) under the supervision of the HR Services Officer. • Work with the Legal Assistant to retrieve personnel files needed for legal reviews, internal investigations, or audit support. • Support compliance by preparing files or summaries for internal reviews and audit processes. • Ensure all employee data is handled in accordance with data protection and privacy guidelines, maintaining strict confidentiality and secure access controls at all times. • Onboarding & Offboarding Support • Prepare onboarding documentation, welcome packs, and induction materials for new hires. • Assist with pre-employment reference checks and academic/personal document verification (e.g. national ID, NSSF, birth/marriage certificates) in coordination with the HRBSM. • Coordinate onboarding logistics such as meeting schedules, room setup, and access requests with IT, Security, and Facilities. • Support scheduling of pre-employment medical checkups with the Company Health Advisor (CHA). • Ensure all onboarding documents are completed and filed accurately under the guidance of the HRBSM. • Track completion of onboarding and offboarding tasks using approved checklists and follow up on any pending items. • Assist with offboarding by organizing exit logistics, retrieving company property, and coordinating system deactivation. • Ensure exit documentation is signed, filed, and stored correctly. • Liaise with the HR team to ensure a smooth, timely, and policy-compliant onboarding and exit process. • HR Documentation & Letter Preparation • Prepare standard employee letters, including bank confirmations, employment verifications, and staff movement letters, under supervision. • Support the preparation of contract templates and onboarding documents for permanent, contract, and intern staff. • Maintain and update the library of approved HR letter templates in line with policy and format changes. • Assist with drafting documentation for employee role changes, secondments, and departmental transfers. • Ensure all letters are reviewed, approved, and properly filed in employee records. • Provide general administrative support to the HR team as needed, under the supervision of the HR Business Support Manager. • HR Events & Team Coordination • Assist in coordinating HR-led activities such as wellness days, training sessions, onboarding programs, and employee engagement events. • Support event logistics, including venue setup, material preparation, refreshments, attendance tracking, and post-event documentation. • Maintain an updated HR events calendar and ensure timely communication and reminders to staff. • Liaise with vendors, facilitators, and internal stakeholders to support the smooth delivery of HR initiatives. • Track progress on the HR work plan and update relevant trackers in coordination with the HR Business Support Manager (HRBSM). • Assist in organizing internal HR team meetings, including preparing agendas, booking rooms, sharing materials, and recording action points. • Follow up on pending items from HR planning sessions or team meetings to support timely execution of departmental deliverables.

• Bachelor’s degree in Human Resource Management, Business Administration, or a humanities related field. • Membership in a recognized HR professional association (e.g. HRMAU) is an added advantage. • Strong interest in developing a career in Human Resources, with a willingness to learn and grow through hands-on experience. • Basic understanding of employee data privacy and confidentiality requirements in line with data protection guidelines • Prior exposure to HR work environments through internship, training, or previous administrative roles is required. • Good organizational and time management skills, with the ability to follow through on tasks. • Strong attention to detail, especially when handling documents and sensitive employee data. • Good interpersonal and communication skills to interact professionally with staff and external partners. • Ability to maintain confidentiality and handle personal information with discretion and integrity. • Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)

Note: Male candidates are encouraged to apply All suitably qualified and interested candidates who want to join Shell Uganda should apply online at the link below