People & Culture Assistant

Job Purposes

The People & Culture Assistant works with the People & Culture Associate Business Partner, business leaders and managers to deliver effective, timely and compliant people solutions. The role is the custodian of employee data quality, it ensures that every record, in the HRIS systems and in physical files, is accurate, complete, secure and ready to support decisions, reporting and audits. It also provides day-to-day support across the employee lifecycle, from offers and onboarding to performance tracking and learning and development.

Duties and Responsibilities:

1. Contracts and Offer Management

• Prepare offer letters and employment contracts accurately and within agreed timelines.
• Track the status of offers, approvals, signed contracts and renewals.
• Maintain contract records and flag expiring contracts to the Business Partner.

2. Onboarding Administration

• Deliver a smooth and timely onboarding process for all new hires.
• Raise onboarding tickets on time for IT, access, equipment and other required services.
• Coordinate induction schedules and follow up with managers and new hires to confirm completion of onboarding tasks.

3. Performance Management

• Track submission and completion of objectives, mid-year and annual evaluations.
• Prepare performance status reports and follow up on outstanding items.

4. Data Management

• Create, update and maintain employee records in the HRIS systems (MIS, Seamless, ED and ERP) for all new hires, confirmations, promotions, transfers, contract renewals, salary changes and exits.
• Maintain complete, organised and confidential physical and electronic employee files.
• Run routine data checks and produce HR reports on request.

5. Process Improvement

• Identify gaps and inefficiencies in people processes and recommend practical improvements.
• Support the rollout of improved processes, templates and tools.

6. Learning and Development

• Support the coordination of training sessions, including scheduling, logistics, invitations and attendance records.

7. General

• Handle employee queries professionally and escalate complex issues to the Business Partner.
• Maintain confidentiality of all employee information.
• Perform other related duties assigned by the line manager.

• Bachelor’s degree in human resource management, Business Administration, Social Sciences or a related field.
• Minimum of 2 years of experience in an HR administration or support role.
• Working knowledge of HRIS systems (ERP, Seamless HR or similar).
• Good understanding of Ugandan labour law and HR processes.

• Strong attention to detail and accuracy.
• Report writing and the ability to present data clearly
• Good organisation, time management and ability to meet deadlines.
• Proficiency in Microsoft Office, especially Excel.
• Knowledge of records management and filing systems, physical and electronic
• Integrity and the ability to handle confidential information.
• Customer-focused, proactive and a good team player.