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Job Title:  HR & Admin Associate  

Organisation: Ibero Uganda Limited

Duty Station: Kampala, Uganda

Reports to: HR & Admin Manager

About Organisation:

Ibero Uganda Limited (Ibero) is a company of the Neumann Kaffee Gruppe (NKG) and one of the leading exporters of high-quality coffee, with warehouses and processing facilities in Kampala and out-stations in all coffee-growing regions of Uganda. Ibero Uganda has been working towards better integration in the local market and has become a professional, long-term, and trusted business partner towards its suppliers and customers. Our commitment to developing the Ugandan coffee industry is unwavering, and we are proud of our positive contribution to the industry.

Key Duties and Responsibilities:

Recruitment and onboarding & offboarding:

• Assist the recruitment process, including job postings, resume screening, and scheduling interviews.
• Manage the onboarding process for new joiners, including orientation and training coordination.
• Assist in conducting HR reference checks/character references for new joiners within the first month of employment.
• Support in coordinating employee offboarding including exit processes i.e. exit interviews, employee benefits offboarding, employee clearance, workday offboarding, etc.

Employee support and engagement:

• Organizing all official staff events/functions within the Uganda office.
• Coordinate staff welfare programs and engagement initiatives aimed at fostering a great workplace culture.
• Provide support to employees in various HR-related topics and inquiries such as HR Policies, employee benefits, leaves, etc., and resolve any issues that may arise.

HRIS System support and administration

• Ensure that employees and leaders fully utilize the HRIS system to improve the efficiency and effectiveness of the HR function.
• Provide adequate technical support to employees from time to time on system usage.
• Generate all relevant workday reports
• Raise tickets and escalate for further support.
• Ensure accurate employee records in the HRIS system by performing timely and accurate changes

Office and General Administration:

• Tracking and processing of work permits and responsible for all travel logistics for all employees and visitors to the Uganda office, ranging from VISA processing, flight bookings, airport transfers, accommodation, etc.
• Management of office projects and other ad hoc projects that arise, responsible for office cleanliness and supervision of cleaning team; responsible for facility and site administration
• Company Licenses Renewals: tracking and timely processing of the company licenses.
• Management of correspondence to and from the office by thorough reviewing of all incoming memos, letters, etc.

Employee records and compliance:

• Maintain accurate employee records and ensure all records are properly and timely filed while maintaining confidentiality.
• Responsible for the preparation and issuance of employee contracts; tracking and renewal of employee contracts where applicable
• Ensure compliance with local labor legislation, company policies, and procedures.
• Assist in the development, communication, and implementation of HR policies and procedures.
• Carry out HR audits from time to time to ensure compliance.

Training, Development, and Performance Management:

• Work with Line Managers and Country HR Managers to identify training needs and organize and coordinate training and development programs.
• Assist in coordinating end-to-end performance management process
• Responsible for NKG Learning platform ensuring timely onboarding of all new joiners, coordinating all relevant learning programs, providing technical support to employees from time to time, and ensuring full utilization of the learning platform.

Employee Benefits Administration:

• Assist in the administration of employee benefits programs, including health insurance, group life, retirement plans, employee meals, etc.
• Address employee inquiries regarding benefits and assist with enrolment and claims processes.
• Ensuring all mail to the mailbag is logged and dispatched on time
• Procurement of non–coffee commodities ensuring adequate supply, monitoring, and replenishment of stationery, office consumables, groceries, and toiletries for the Uganda office.
• Preparing and maintaining an updated internal telephone directory
• Managing corporate telephone accounts, reviewing invoices, and ensuring correct monthly billing
• Updating and maintaining the information on all company notice boards

Qualifications, Skills and Experience:

• University Degree with a bias in Human Resources
• Minimum of 2 – 3 years of HR and admin experience in an international environment.
• People skills
• Collaborative skills
• Microsoft Office knowledge
• Intercultural competence and strong communication skills with the ability to build positive work relationships with all stakeholders.
• Knowledge of HR systems and experience with Workday is an added advantage.
• Familiarity with local labor laws and compliance regulations.
• High level of personal integrity
• Good communication, planning, and organization skills
• High resilience, and reliability as well as the ability to multitask handle multiple projects, and manage deadlines.
• Attention to detail: the relevant little things matter.

Benefits: An attractive salary with extra benefits (Medical and Life Assurance scheme, and subsidized meals)

How to Apply:

All candidates who wish to join the Neumann Kaffee Gruppe (NKG) should apply online at the link below.

Click Here

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