Rwanda: HR and Administration Officer – Rwanda National

Organization: Practical Action
Country: Rwanda
Closing date: 04 Jan 2018

Practical Action is an international non-governmental organisation (INGO) with 50 years of expertise in Africa, Asia and Latin America. We have a strong heritage and track record of bringing communities and experts together to find practical, sustainable solutions which work for both people and the planet; solutions that enable people to meet their needs and lead dignified lives. Technology features in everything we do. We partner with people whose lives are transformed by these efforts and ensure local ownership and solutions that work in the longer term, without us.

Practical Action is implementing a four year Renewable Energy for Refugees (RE4R) project in Rwanda. This project will be led by Practical Action and UNHCR to deliver renewable energy investments through an innovative approach in humanitarian settings, working directly with refugees and host communities in Kigeme, Nyabiheke and Gihembe refugee camps. The project will provide access to affordable and sustainable sources of renewable energy, and improve the health, wellbeing and security of target populations. It will draw on Practical Action’s considerable existing experience of renewable energy programmes in developing countries – working directly with communities to deliver the best energy services and products possible for local people.

This post is for a Human Resource and Administration Officer based in Rwanda. The holder of the position will work under the Project Manager in Rwanda and matrix managed by Regional Director, West Africa and the East Africa HR Officer. The position is responsible for the effective coordination and management of HR activities for the Practical Action office for both Rwanda and Senegal, with the main focus of activity will be for the Rwanda office.

The Human Resource and Administration Officer be responsible for setting up a new office, and managing all aspects of HR and will work closely with Head of HR UK and regional HR staff to ensure implementation of HR Projects and initiatives in talent management, staff surveys, and remuneration.
The Officer will be responsible for:
Policies & Procedures (40%)

  • Support in the development of essential HR documents for a new office. This will involve implementing any legal required policies, and ensuring contracts of employment are up-to-date.
  • Develop and update of Human Resources policies and procedures in line with changes in the regulatory and labour environment and organisational requirements.
  • Ensure that all employment practices, compensation, employee benefits, and human resources activities are within established standards, procedures, guidelines, and policies of Practical Action.
  • Coordinate the performance management process to ensure that it is completed in a timely and effective manner and is linked to staff training & development plans.
  • Maintain accurate employee files that document all stages of the employee lifecycle and meet minimum standards of governance and good practice; including accurate job descriptions, contracts, qualifications, references, pay changes etc.

    Recruitment and Induction (20%)

  • Collaborate with recruiting managers to co-ordinate a quality recruitment process including drafting job descriptions, creating and posting job adverts, shortlisting suitable candidates with a focus on creating a positive candidate experience.

  • Manage the process of staff appointments, which includes preparing offer letters, contracts of employment and any other document for new hires.

    Staff Training, Development and Welfare (20%)

  • Coordinate staff training and development programmes, including analysis of training needs, evaluation of training, feedback to management, and coordination of special programmes.

  • Support the resolution of employee relations matters such as grievances and disciplinary which may include liaising with employees and managers, attending investigation meetings, writing notes and updating personnel files.

  • Prepare and offer analysis of staff survey reports, promoting the survey and resulting actions to build employee engagement.

    Administration (20%)

  • Oversee all issues related to NGO registration and liaison with the relevant government authority

  • Process Work Permits for international staff as needed

  • Oversee all administrative functions in the Rwanda office.

  • In coordination with Programme Staff, ensure that all HR and administrative functions in field offices are carried out according to established policies and procedures.

  • Line manage the Administration/Office Assistant in the Rwanda office, including regular performance reviews and administrative issues such as time and attendance.

  • Preparation of Board meetings, compilation of Board papers / outcomes and resolutions

  • Provide secretarial or executive services for Board and other executive Committees as requested

Requirements

  1. A degree in Human Resource Management, Organisational Development or other related field would be desirable (a diploma in the above fields with relevant experience may be considered)
  2. Proven HR generalist experience (at least 4 years)
  3. Experience of setting up offices and systems from an HR perspective is desirable
  4. Experience working in INGO would be an added advantage
  5. Ability to communicate (verbally and in writing) in both English and French is a must
  6. Good knowledge of Rwandan employment law, and ability to create an outsourced relationship with a local labour law expert for Senegal.
  7. Excellent interpersonal skills, and ability to communicate effectively with staff at different levels within an organisation
  8. An ability to maintain confidentiality and act with discretion and diplomacy
  9. Self-motivated and able to work under own autonomy or as part of a team
  10. Ability to travel to the Senegal office

How to apply:

If you have the experience, skills and the ability we are looking for, please send your cover letter and updated CV by email to: recruitment@practicalaction.or.ke no later than 4th January 2018. Indicate: “Application for the role of HR and Administration Officer” on the email subject.

Note: This position is open to RWANDA NATIONALS ONLY

For a detailed Job Description visit: https://practicalaction.org/hr-and-administration-officer-rwanda