• 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.

• 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.