Workforce Solutions Associate

Onboarding & Employee Documentation

• Coordinate recruitment, contracting, onboarding, induction and deployment of assigned employees within agreed mobilization timelines.
• Ensure employee contracts, statutory documentation and personnel files are complete before or within approved timelines after deployment.
• Maintain complete and accurate employee and client assignment records.
• Handle employee information confidentially and in line with data protection requirements.

Attendance, Leave & Payroll Inputs

• Collect and validate attendance, leave and timesheet data against agreed monthly cut-off dates.
• Compile payroll inputs accurately and submit them for review within established payroll timelines.
• Follow up identified discrepancies promptly to support accurate and timely employee payment.
• Maintain records on contracts, benefits, allowances and statutory obligations.
• Support Finance with payslips, statutory deductions and payroll queries as required.

Employee Support & Relations

• Respond to routine employee queries within agreed service standards and escalate matters requiring management attention.
• Record and report attendance, conduct, performance and welfare concerns to the Senior Associate promptly.
• Support disciplinary, grievance and performance processes by preparing documentation and records in line with HCBS procedures.
• Coordinate contract renewals, exits and offboarding steps within required timelines.

Client Coordination & Reporting

• Act as a reliable day-to-day contact for assigned operational matters.
• Prepare and submit periodic client reports within agreed deadlines.
• Schedule client review meetings and prepare the required information in advance.
• Maintain client action logs and follow up outstanding items.
• Flag client concerns and service risks to the Senior Associate early.

Deadlines, Trackers & SLA Support

• Maintain trackers of deliverables, cut-off dates and SLAs for assigned accounts, showing upcoming, completed, overdue and at-risk items.
• Follow up internal and external dependencies that could affect delivery timelines.
• Escalate potential delays before deadlines are missed, with proposed corrective action.
• Retain evidence of completed deliverables for client reporting and internal review.

Processes, Systems & Compliance

• Follow HCBS SOPs, templates and checklists, and suggest improvements where gaps or errors are noticed.
• Keep workforce data accurate and current in Odoo and other HCBS systems.
• Support statutory and contractual compliance by ensuring required records and submissions are complete.
• Contribute lessons learned to the improvement of managed manpower processes.

Replacements & Deployment Continuity

• Log every vacancy and replacement trigger (resignation, termination, extended absence, non-performance or client request) as soon as it is notified and alert the Senior Associate.
• Track each replacement against the contractual replacement timeline, showing its stage: sourcing, shortlisting, verification, onboarding or deployed.
• Coordinate with Talent Solutions to draw replacements from the talent pool and standby candidates and collect documents for screening and checks.
• Support contracting, onboarding and induction of replacement staff, and the handover from the outgoing employee so client service is not interrupted.
• Update employee and client records and payroll inputs for both the outgoing and incoming employee, including final pay and start dates.
• Report replacement volumes, turnaround and reasons for leaving to the Senior Associate for client reporting.

Business Support

• Support preparation of proposals, tenders and capability statements by gathering information and drafting content.
• Capture client and market feedback and share it with the Senior Associate.
• Identify and flag opportunities to cross-sell other HCBS service lines.

Service Delivery Standards

The following standards guide delivery, subject to specific contractual requirements:

• Deadlines are commitments: client, payroll and statutory cut-offs are tracked and managed actively.
• Early escalation: a potential delay is raised before the deadline, not explained after it has been missed.
• No silent assignments: every client account and workforce matter has a clear status, next action, responsible person and target date.
• Accuracy before submission: speed must not compromise the accuracy of payroll, employee or client information.
• Document dependencies: where delivery depends on a client, employee or third party, the dependency and follow-up are documented.
• Confidentiality: employee, payroll and client information is handled strictly in line with data protection requirements.
• Close the loop: issues and actions are followed through to confirmed closure rather than assumed complete.
• Continuity of service: vacancies are covered or escalated before the client is affected.

Required Capabilities & Skills

Workforce Administration

Ability to coordinate employee documentation, attendance, leave and payroll inputs accurately and on time.

Attention to Detail

High accuracy in handling employee, payroll and contractual information.

Time & Delivery Management

Ability to manage multiple deadlines and maintain disciplined follow-through.

Client Service

Service orientation with clear, professional and proactive communication.

Employee Relations Awareness

Basic understanding of employment practices and the ability to identify, document and escalate employee matters.

Data & Reporting

Ability to maintain accurate workforce data and prepare clear reports.

Digital Capability

Strong working knowledge of Microsoft Office (especially Excel) and willingness to learn Odoo and HR systems.

Integrity & Confidentiality

Discretion in handling sensitive employee and client information.

Adaptability & Teamwork

Ability to work across multiple accounts and priorities in a lean, fast-paced environment.

Education

Bachelor's degree in Human Resource Management, Business Administration, Organisational Psychology, Management or another relevant discipline.

Minimum 1–3 years' relevant professional experience in HR administration, workforce administration, payroll coordination, recruitment support or client service.

Experience in an outsourced manpower provider, HR consultancy or other client-facing environment would be an added advantage.

Knowledge of Ugandan employment law, PAYE and NSSF requirements would be an advantage.

• Candidates who meet the criteria outlined above should submit their applications, resume and academic documents in pdf format with “ HCBSU-WSA- WORKFORCE SOLUTIONS ASSOCIATE” as the Email subject via the employer’s official contact

Note

• The deadline for applications is not later than 05:00 pm, Friday 12 th November 2026 .
• Only shortlisted applicants will be contacted. Female Candidates are encouraged to apply.