Job Title: Human Resource and Administrative Assistant (Fresher NGO Jobs)
Organisation: Seed Effect Uganda
Duty Station: Kampala, Uganda
About Organisation:
Seed Effect Uganda is a Christ-centred, non-profit Economic and Spiritual development organization Registered in Uganda under the National Non-Governmental Organization Bureau. Our mission is to plant the seeds that overcome poverty by providing access to economic empowerment, education and spiritual discipleship among marginalized communities in Uganda and beyond.
Job Summary: The Human Resource and Administrative Assistant provides comprehensive support in both HR and administrative functions to ensure efficient office operations and effective staff management. This role contributes to staff recruitment, onboarding, performance management, welfare, records maintenance, and compliance, while also handling office administration, logistics, procurement, and communication. The position works closely with the HR Manager, departmental heads, and external stakeholders to uphold the organizational standards and promote a positive work environment.
Key Duties and Responsibilities:
Recruitment & Onboarding
- Assist in advertising job vacancies, scheduling interviews, and communicating with candidates.
- Coordinate logistics for interviews and testing processes.
- Support new hire documentation and maintain orderly HR files (physical and electronic).
- Facilitate staff onboarding and orientation in collaboration with hiring managers.
- Ensure timely issuance of staff IDs and onboarding materials.
Staff Records & HR Documentation
- Maintain accurate, up-to-date personnel records, contracts, job descriptions, and appraisal forms.
- Track leave balances, performance milestones, and contract renewal dates.
- Ensure confidentiality and secure storage of sensitive HR data.
- Update HR tools, trackers, and calendars related to recruitment, probation, and leave schedules.
Payroll and Benefits Administration
- Collect and verify timekeeping information for payroll processing.
- Assist employees with inquiries regarding payroll and benefits.
- Support the enrollment and communication of benefits programs, including health insurance and retirement plans.
- Monitor benefits utilization and assist in open enrollment periods.
Training and Development
- Coordinate logistics for training sessions, including scheduling, venue booking, and materials preparation.
- Assist in identifying training needs through employee surveys and performance evaluations.
- Maintain training records, ensuring compliance with mandatory training requirements.
- Assist in evaluating training effectiveness through feedback and assessments.
Performance Management
- Assist in the performance appraisal processes by preparing materials and timelines.
- Support managers in setting employee goals aligned with organizational objectives.
- Track and document employee progress towards goals and provide reminders for performance reviews.
- Facilitate employee feedback sessions and assist in creating development plans.
Staff Welfare & Engagement
- Support HR-led staff care initiatives, including wellness, devotion, and team-building activities.
- Track attendance and flag well-being concerns to the HR Manager.
- Participate in planning staff engagement surveys and feedback sessions.
- Administrative & Office Management
- Oversee all administrative functions, ensuring smooth operations, including;
- Maintain office supplies and equipment, ensuring that they are always in good working order and fully stocked.
- Develop and maintain filing systems, both paper and electronic, ensuring that all documents are properly stored and easily accessible.
- Assist with the preparation and organization of company events, including meetings & taking minutes, conferences, and social gatherings.
- Provide general administrative support to all departments, including data entry, report preparation, and other tasks as assigned. Create and update records and databases with personnel, financial, and other data
- Manage office supplies, equipment, and facilities to support staff effectively.
- Facilitate communication between field staff and headquarters regarding administrative needs.
- Responsible for correspondence, preparation of contracts, and sending invitations.
- Organize and schedule meetings, appointments, and events.
- Procurement & Logistics
- Monitor office supply levels and manage timely procurement processes.
- Maintain inventory of office equipment and ensure proper maintenance and repairs.
- Oversee travel logistics for staff and visitors, including transportation and accommodation bookings.
Compliance & Policy Support
- Ensure adherence to labor laws, HR policies, and organizational procedures.
- Respond to basic staff inquiries about HR policies, benefits, and procedures.
- Support staff training logistics and policy orientation sessions.
- Stay updated on HR and administrative best practices through workshops and professional networks.
Qualifications, Skills and Experience:
- Personal confession of faith in Jesus Christ and a passionate commitment to Seed Effect’s mission to serve as a holistic tool to live out the Great Commission alongside the Great Commandment as we empower the poor to know and follow Christ, plug into the local church, and overcome physical poverty.
- A Bachelor’s degree in Human Resource Management, Business Administration, Organizational Psychology, or a related field
- Minimum of 2 years’ relevant experience in a human resource support role
- Prior experience working in a fast-paced NGO or humanitarian setting is desirable
- Hands-on experience supporting recruitment, onboarding, file management, and performance tracking
- Familiarity with HR software, databases, or digital HR tools is an added advantage
- Good understanding of Uganda’s labor laws and HR compliance requirements Strong knowledge of HR administrative processes, records management, and confidentiality standards
- Ability to maintain discretion and handle sensitive information with a high level of integrity
- Excellent organizational and time management skills with the ability to multitask
- Strong interpersonal and communication skills, both written and verbal
- High level of accuracy and attention to detail in record keeping and reporting Proficiency in Microsoft Office applications (Word, Excel, Outlook)
- Self-motivated, proactive, and dependable team player
- Committed to the Christian values and mission of Seed Effect Uganda
- Demonstrates a servant-leadership attitude and respect for diversity
- Willingness to travel to field locations when required
- Ability to work under pressure and manage competing priorities
- Demonstrates problem-solving ability and a results-oriented mindset
- Open to learning, feedback, and continuous professional growth
How to Apply:
- Cover letters, updated resumes, recommendation letters from the church, contact information of three referees (2 professional referees, with one from the most recent workplace and a spiritual mentor), copies of certified transcripts/ certificates, and a statement of faith (100words).
- All applications MUST be submitted online and MUST have all documents attached in one PDF.
The position applied for MUST be indicated in the subject.
All Applications should be addressed to:
Human Resource Department, Seed Effect Uganda, P.O. Box 206, Kelvin Road, Adjumani, Uganda, and send to: [email protected]
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Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: 24