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 (recruitment@hcbsltd.com) .
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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