Operations and Administrative Officer job at Aldelia

Description

Aldelia is hiring an Operations and Administrative Officer to support the Operations Manager to ensure the efficient day-to-day operations of the company. He/ She will support in administrative, HR, and operational processes related to recruitment and manpower outsourcing services in Uganda, to ensure compliance with National Policies & Regulations, Ugandan labor laws, client requirements, and internal policies.

Key Duties and Responsibilities:

Operations & Outsourcing Support

• Support onboarding and deployment of outsourced staff to client sites
• Request and administer employment contracts (fixed-term, outsourcing, secondment)
• Support probation confirmations, contract renewals, and disciplinary documentation
• Support tracking attendance, leave, and absenteeism for outsourced staff
• Maintain updated staff records (NIN, CVs, certificates, medicals where applicable)
• Track contract start/end dates and staff assignments per client
• Support booking/modification/cancellation of flight ticket for staff
• Act as first point of contact for outsourced staff on administrative matters
• Coordinate staff exits, replacements, and redeployments

HR & Recruitment Administration

• Support recruitment activities (interview scheduling, background checks, reference checks, documentation)

Payroll & Statutory Compliance

• Support in submission of payroll inputs (timesheets, overtime, allowances, deductions)
• Support reconciliation of payroll vs client billing
• Liaise with finance on salary payments and payroll-related queries

Labor Law & Compliance

• Support maintain compliance with the Uganda Employment Act (2006) and related regulations
• Support handling of employee relations issues and basic disciplinary processes
• Maintain and administer records for labor inspections and audits
• Support work permit and immigration documentation for expatriate staff (where applicable)
• Support ensuring compliance with client HSSE, site, and onboarding requirements

Client & Stakeholder Coordination

• Support liaison with client HR or site representatives on operational and staffing matters
• Support coordinating staff replacements, leave coverage, and performance feedback
• Support preparation of client operational reports

Administration & Office Management

• Manage office administration, filing systems, and document control
• Support coordinating vendors, service providers, and office supplies
• Maintain confidentiality of employee and client information

Reporting & Process Improvement

• Prepare weekly and monthly operational reports
• Support tracking of KPIs related to staffing, compliance, and service delivery
• Support development and implementation of SOPs

Qualifications, Skills and Experience:

• Bachelor’s degree in Business Administration, Human Resources, or related field
• Min 2 years’ experience in operations and/or administration
• Basic knowledge of Labour Laws is an advantage
• Basic knowledge of Payroll and statutory deductions is an advantage

Language Requirements

• Proficiency in English is required.

Skills

• Able to handle outsourced workforce
• Strong organizational and coordination skills
• High attention to detail and confidentiality
• Strong communication and client-handling skills
• Proficiency in MS Office
• Ability to work under pressure and meet deadlines

Behaviours

• Performance, Efficiency, Teamwork, Diligence, Congeniality, Analytical.

• Support onboarding and deployment of outsourced staff to client sites
• Request and administer employment contracts (fixed-term, outsourcing, secondment)
• Support probation confirmations, contract renewals, and disciplinary documentation
• Support tracking attendance, leave, and absenteeism for outsourced staff
• Maintain updated staff records (NIN, CVs, certificates, medicals where applicable)
• Track contract start/end dates and staff assignments per client
• Support booking/modification/cancellation of flight ticket for staff
• Act as first point of contact for outsourced staff on administrative matters
• Coordinate staff exits, replacements, and redeployments
• Support recruitment activities (interview scheduling, background checks, reference checks, documentation)
• Support in submission of payroll inputs (timesheets, overtime, allowances, deductions)
• Support reconciliation of payroll vs client billing
• Liaise with finance on salary payments and payroll-related queries
• Support maintain compliance with the Uganda Employment Act (2006) and related regulations
• Support handling of employee relations issues and basic disciplinary processes
• Maintain and administer records for labor inspections and audits
• Support work permit and immigration documentation for expatriate staff (where applicable)
• Support ensuring compliance with client HSSE, site, and onboarding requirements
• Support liaison with client HR or site representatives on operational and staffing matters
• Support coordinating staff replacements, leave coverage, and performance feedback
• Support preparation of client operational reports
• Manage office administration, filing systems, and document control
• Support coordinating vendors, service providers, and office supplies
• Maintain confidentiality of employee and client information
• Prepare weekly and monthly operational reports
• Support tracking of KPIs related to staffing, compliance, and service delivery
• Support development and implementation of SOPs

• Able to handle outsourced workforce
• Strong organizational and coordination skills
• High attention to detail and confidentiality
• Strong communication and client-handling skills
• Proficiency in MS Office
• Ability to work under pressure and meet deadlines

• Bachelor’s degree in Business Administration, Human Resources, or related field
• Min 2 years’ experience in operations and/or administration
• Basic knowledge of Labour Laws is an advantage
• Basic knowledge of Payroll and statutory deductions is an advantage