Vacancy title:
Workforce Solutions Associate

Employment type: Full time, Industry: Professional Services, Category: Admin & Office,Human Resources,Business Operations,Customer Service

Jobs at:
Human Capital Business Solution

Deadline of this Job:
Thursday, November 12 2026

Duty Station:
Kampala | Kampala

Summary
Date Posted: Saturday, October 31 2026, Base Salary: Not Disclosed

JOB DETAILS:

Human Capital Business Solutions Ltd is a Boutique HR Advisory Firm that specializes in strategic HR Consulting, Talent Acquisition & Development, Risk Management and Business Process Outsourced Services with our Headquarters based in Uganda and Country Office in Tanzania.

We are looking to hire a Workforce Solutions Associate to be based in Kampala, Uganda

Position Overview

The Associate, Workforce Solutions supports the day-to-day delivery of managed manpower, payroll-input and outsourced workforce services, ensuring that employee administration, payroll inputs and client reporting are accurate, complete and on time.

Key Responsibilities

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.

6. Qualifications & Experience

Education

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

Experience

• 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.

Work Hours: 8

Experience in Months: 12

Level of Education: bachelor degree

Job application procedure
Interested in applying for this job? Click here to submit your application now ([email protected]) .

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 subject 

Note:

The deadline for applications is not later than 05:00 pm, Friday 12th November 2026.

Only shortlisted applicants will be contacted. Female Candidates are encouraged to apply.

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