The Ugandan Jobline

• Administrative duties which include staff attendance reports, salary
  calculations for casual employees, forms & documentation related to
  leave, sickness, absenteeism & other information required for the
  staff file.
• Handling of employees issues – this includes employees having
  problems whether personal or to do with work, problems with other staff
  members. The idea here is to be very open and welcoming to an employee so
  that he/she is free to see you regardless of the issue. You are a friend
  when need be and a HR manager when need be.
• Discipline – you must be strict but fair. Wrongful acts/behaviour
  must be acted on. Records of action taken must be recorded and stored in
  the employees file. Note that it is important that you do not gain the
  reputation of being a prison warden or a incumbent dictator. This shall
  simply drive you away from the company’s goal of harmony in the workplace.
  Appraisals also fall under this area. It is important to review an
  employees’ performance at least once a year.
• Proactively looking for signs of problems. Learn to poke your nose
  in every area of the company’s operations. It is your right after all. Do
  not feel that you are interfering in someone else’s business. Every
  department, every employee and every operation is your concern. Many times
  problems are not brought to you but noticed by being observant and
  curious. You must do this from day one.
• Recruitment of new employees. All steps from advertising or
  selecting from existing applications, to interviewing, to recommending to
  drafting appointment letters and getting all other forms signed and back
  ground checks done. Many times, urgent recruitment is required. For
  example, in the case whereby the company has got a air conditioning
  project and technicians are needed or where stores needs extra loaders for
  a temporary period. Always have a database of the positions where urgent
  need can arise be present.
• Finding talent. The company is always on the lookout for that
  someone who has that amazing ability, talent and willingness. A list of
  potential candidates for various positions must always be ready and
  available should the need arise.
• Pay special attention to the Air Conditioning Division. This is
  where there are generally a lot of issues to resolve. Either there are
  conflicts or there is absenteeism which is causing hindrance to a project.
  Or there could be need for reallocation of technicians. Note that at
  Appliance World, whilst there are heads of department, it is you
• Smelling/sensing when other managers who are above you in hierarchy
  are not performing their role properly and solving the problem or bringing
  it to be MD’s attention. The art of telling someone above you what to do
  without offending them is one that you have been deemed to have.
• Being in charge of administration such as approvals for money for
  various purposes including purchase of stationary, airtime, payments to
  the cook and many other items.
• Other administrative duties which include approving leave, advising
  when you feel that a member of staff deserves an increment, preparation of
  warning letters, ensuring that disciplinary action is implemented.
• Be prepared to deal with crisis situations all the time. One moment
  police has arrested a driver at which point another vehicle has run out of
  fuel at which point somebody was injured on site at which point stores are
  not offloading a container because loaders did not turn up. All of these
  and more happen all the time and sometimes at the same time. You will be
  expected to deal with all of these.
• Keeping all staff data in an organized manner. This should include
  appointment letters, any changes/addendums, warnings, correspondence, bio
  data, etc.
• Presenting deductions per employee to the accounts department so
  that salaries can be paid appropriately. Deductions may include
  absenteeism, un paid leave, etc
• Regularly interacting with departments and their heads to see if you
  can help in resolving any problems.
• Ensuring that an updated list of staff and their salaries is
  presented on a monthly basis to our insurance company to enable them to
  cover Appliance World on workers compensation.
• Ensuring that all the company’s insurance policies are up to date
  and appropriate to the company’s needs. The company’s need change as the
  company grows.
• Dealing with and approving payment for casual laborers.
• Dealing with maintenance issues, for example, plumbing issues,
  issues to do with National water & UMEME, telephone network system,
  internet, etc. The company also has an IT manager who will work with you
  on this particular duty. However, you are finally responsible.
• Keeping records of and dealing with employees leave, sick leave,
  unpaid leave, absenteeism, etc
• Dealing with and keeping records of staff loans.
• Ensuring that you are fully aware of what goes on in all
  departments, solving their issues as well as following up with them.
• Presenting the MD with weekly attendance reports.
• Presenting the MD with monthly reports pertaining ‘staff issues’.
• Any other administrative duties that may be allocated to you.

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