HR & Admin Associate

We are Neumann Kaffee Gruppe. And we love coffee.

For us at Neumann Kaffee Gruppe (NKG), everything revolves around coffee. As a globally active green coffee service group, our more than 3,200 employees in over 26 countries work with dedication for and with green coffee, which is always the focus of our services along the entire coffee supply chain. Our fields of work are just as diverse as our employees and we are proud to live this diversity.

Ibero Uganda Ltd. (Ibero) is a company of the Neumann Kaffee Gruppe 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.

The HR & Admin Associate will report to the Country HR & Admin Manager and will provide operational support on various HR and office admin processes including but not limited to Recruitment, Employee relations, record keeping, performance management, onboarding and offboarding, employee benefits, compliance with HR policies and local regulations. The role also involves participating in HR, Admin & Office projects and initiatives to support the overall goals of the HR and Admin department and the organization.

This is an excellent opportunity to learn and contribute to building a positive work culture.

Your Responsibilities:

Recruitment and onboarding & offboarding:

• Assist the recruitment process, including job postings, resume screening, 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 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.

Employee support and engagement:

• Organizing of all official staff events/functions within 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 HR Policies, employee benefits, as leaves etc. and resolve any issues that may arise.

Training, Development and Performance management:

• Work with Line Managers and Country HR Manager to identify training needs and organize and coordinate training and development programs.
• Assist to coordinate 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 ensure full utilization of the learning platform.

HRIS System support and administration (Workday)

• Ensure that employees and leaders fully utilize the Workday system to improve 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 workday system by performing timely and accurate changes including updating personal data, title change, change in reporting lines, salary change, exits, etc.

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 enrollment and claims processes.

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 ensuring proper upkeep of all buildings, offices, water supply, etc. on company premises, ensuring proper repairs and maintenance are carried out in a timely manner
• Management of all meeting facilities in the Uganda office and provide support in scheduling of meetings as per request.
• 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, submissions, and reports and managing their distribution in accordance with their relevance and significance.
• Ensuring all mail to the mail bag are logged and dispatched on time
• Canteen/Staff Meal Administration, communication to staff on any service delays, changes and ensure correct and accurate billing for lunch meals every month, sit in the canteen tendering committee and assist in food sampling from time to time.
• Supervise the 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
• Together with the department heads, implement, communicate and monitor workplace health and safety policies.
• Updating and maintaining the information on all company notice boards

Any other tasks that may be assigned from time to time by your manager

Language Skills

• Fluency in English

Professional expertise

• 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, experience with Workday is an added advantage.
• Familiarity with local labour laws and compliance regulations.

Personal expertise

• High level of personal integrity
• Good communication, planning and organisation skills
• High resilience, reliability as well as ability to multitask and handle multiple projects and manage deadlines.
• Attention to detail: the relevant little things really matter

Please get in touch with your first point of contact:

Sylvia Kabarungi

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