HR and Administration Officer
2025-11-21T14:36:34+00:00
Rugabano Tea Co. Ltd
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FULL_TIME
Karongi
Karongi
00000
Rwanda
Agriculture, Food, and Natural Resources
Human Resources
2025-12-12T17:00:00+00:00
Rwanda
8
RugabanoOutgrowersServices Ltd.(ROS) is seeking to recruit a qualified, detail oriented, dynamic, and self-
motivated individual to take up the role of HR and Administration Officer. Reporting to the General Manager, the role shall have the following keyresponsibilities:
Key Responsibilities:
Human Resources
- Recruitment: Coordinate all the processes in the recruitment life cycle including advertising, shortlisting, interviewing, pre-employment checks, drafting of employment contracts, onboarding, and keeping track of probation timelines.
- Employee Records Management: Open, maintain and manage all employee files ensuring they are timely and accurately updated e.g. employee personal details, leave records, , performance, change in terms etc. Assist the General manager in managing the leave schedules and review the daily attendance register for all non-management employees including seasonal employees.
- Compensation and Benefits: Provide accurate payroll inputs to the Finance team to enable the timely processing of the monthly payroll. Provide any required information on the company medical insurance scheme to the Finance team or the insurance brokers. Participate in the annual budgeting process by providing finance with the relevant HR inputs.
- HR Support: Advice and provide guidance to line managers on all HR Matters including grievance handling procedures to ensure that disciplinary issues in the respective areas are resolved amicably and in a timely manner. This includes drafting any corresponding letters e.g. show causes and warning letters.
- Performance Management: Assist the line managers in handling performance management including the review of set KPIs, reviewing received performance appraisals, putting in place performance improvement plans where required and issuance of performance review letters.
- Staff Development and Engagement: In liaison with the line managers, develop training needs analysis documents and follow up on any identified training plans. Conduct HR surveys such as employee engagement/satisfaction surveys to gauge engagement and satisfaction levels.
- Company Policies: Facilitate the implementation of company policies and procedures, advise, and communicate any changes or updates through conducting regular staff awareness sessions with key focus on HR and Health & Safety Policies.
- Health and Safety: Support various investigations on detected and reported breaches of safety and security incidents. Assist the General Manager in ensuring adherence and compliance to relevant Health and Safety policies.
- Offboarding: Handling all off boarding processes including preparation of acceptance letters, conducting exit interviews (where applicable), preparation of final dues for review by finance and ensuring all document clearance forms are completed.
- HR Initiatives: Liaise with the Regional Head of HR on HR initiatives.
Administration
- Receive and guide farmers and visitors.
- Receive and assign internal or external correspondence to responsible staff for action and where required assist in preparing correspondence and closure of the same.
- Closely liaise with internal & external stakeholders.
- Ensure critical company records /data /information are kept properly.
- Assist the finance team in ensuring company assets are tagged and kept in good serviceable conditions with quarterly checks. Liaise with the relevant staff/providers to ensure repair of company items is done in a timely manner.
- Support and coordinate logistics for all high-profile visits, events, and functions as may be required from time to time.
- Effectively manage third party security service provision companies in terms of fit for purpose performance and adherence/compliance with agreed service levels agreements (SLA)
- Liaise with and develop relationships with various Law Enforcement & Emergency Services in the event of a security incident/emergency (i.e., fire, medical, mechanical breakdown) and to ensure timely reaction to incidents.
- Perform any other duties as may be assigned from time to time.
Qualifications, Skills and Competencies.
- A minimum of a Higher National Diploma in Human Resources Management.
- At least 3 years’ experience in a similar post.
- Good knowledge of the relevant employment labour laws and regulations.
- Ability to manage sensitive and confidential situations with tact, professionalism.
- Fluency in both English and Kinyarwanda is preferred.
- Excellent organizational skills and attention to detail.
- Strong interpersonal and relationship building skills.
- Excellent verbal and written communication skills.
- Ability to work in a rural setting and under minimal supervision.
- Good working knowledge of MS Office.
Location
The role shall be based full time at the ROS Offices in Karongi District, Western Province.
Human Resources Recruitment: Coordinate all the processes in the recruitment life cycle including advertising, shortlisting, interviewing, pre-employment checks, drafting of employment contracts, onboarding, and keeping track of probation timelines. Employee Records Management: Open, maintain and manage all employee files ensuring they are timely and accurately updated e.g. employee personal details, leave records, , performance, change in terms etc. Assist the General manager in managing the leave schedules and review the daily attendance register for all non-management employees including seasonal employees. Compensation and Benefits: Provide accurate payroll inputs to the Finance team to enable the timely processing of the monthly payroll. Provide any required information on the company medical insurance scheme to the Finance team or the insurance brokers. Participate in the annual budgeting process by providing finance with the relevant HR inputs. HR Support: Advice and provide guidance to line managers on all HR Matters including grievance handling procedures to ensure that disciplinary issues in the respective areas are resolved amicably and in a timely manner. This includes drafting any corresponding letters e.g. show causes and warning letters. Performance Management: Assist the line managers in handling performance management including the review of set KPIs, reviewing received performance appraisals, putting in place performance improvement plans where required and issuance of performance review letters. Staff Development and Engagement: In liaison with the line managers, develop training needs analysis documents and follow up on any identified training plans. Conduct HR surveys such as employee engagement/satisfaction surveys to gauge engagement and satisfaction levels. Company Policies: Facilitate the implementation of company policies and procedures, advise, and communicate any changes or updates through conducting regular staff awareness sessions with key focus on HR and Health & Safety Policies. Health and Safety: Support various investigations on detected and reported breaches of safety and security incidents. Assist the General Manager in ensuring adherence and compliance to relevant Health and Safety policies. Offboarding: Handling all off boarding processes including preparation of acceptance letters, conducting exit interviews (where applicable), preparation of final dues for review by finance and ensuring all document clearance forms are completed. HR Initiatives: Liaise with the Regional Head of HR on HR initiatives. Administration Receive and guide farmers and visitors. Receive and assign internal or external correspondence to responsible staff for action and where required assist in preparing correspondence and closure of the same. Closely liaise with internal & external stakeholders. Ensure critical company records /data /information are kept properly. Assist the finance team in ensuring company assets are tagged and kept in good serviceable conditions with quarterly checks. Liaise with the relevant staff/providers to ensure repair of company items is done in a timely manner. Support and coordinate logistics for all high-profile visits, events, and functions as may be required from time to time. Effectively manage third party security service provision companies in terms of fit for purpose performance and adherence/compliance with agreed service levels agreements (SLA) Liaise with and develop relationships with various Law Enforcement & Emergency Services in the event of a security incident/emergency (i.e., fire, medical, mechanical breakdown) and to ensure timely reaction to incidents. Perform any other duties as may be assigned from time to time.
A minimum of a Higher National Diploma in Human Resources Management. At least 3 years’ experience in a similar post. Good knowledge of the relevant employment labour laws and regulations. Ability to manage sensitive and confidential situations with tact, professionalism. Fluency in both English and Kinyarwanda is preferred. Excellent organizational skills and attention to detail. Strong interpersonal and relationship building skills. Excellent verbal and written communication skills. Ability to work in a rural setting and under minimal supervision. Good working knowledge of MS Office.
JOB-692078f267af8
Vacancy title:
HR and Administration Officer
[Type: FULL_TIME, Industry: Agriculture, Food, and Natural Resources, Category: Human Resources]
Jobs at:
Rugabano Tea Co. Ltd
Deadline of this Job:
Friday, December 12 2025
Duty Station:
Karongi | Karongi | Rwanda
Summary
Date Posted: Friday, November 21 2025, Base Salary: Not Disclosed
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JOB DETAILS:
Rugabano Outgrowers Services Ltd.(ROS) is seeking to recruit a qualified, detail oriented, dynamic, and self-
motivated individual to take up the role of HR and Administration Officer. Reporting to the General Manager, the role shall have the following key responsibilities:
Human Resources
- Recruitment: Coordinate all the processes in the recruitment life cycle including advertising, shortlisting, interviewing, pre-employment checks, drafting of employment contracts, onboarding, and keeping track of probation timelines.
- Employee Records Management: Open, maintain and manage all employee files ensuring they are timely and accurately updated e.g. employee personal details, leave records, , performance, change in terms etc. Assist the General manager in managing the leave schedules and review the daily attendance register for all non-management employees including seasonal employees.
- Compensation and Benefits: Provide accurate payroll inputs to the Finance team to enable the timely processing of the monthly payroll. Provide any required information on the company medical insurance scheme to the Finance team or the insurance brokers. Participate in the annual budgeting process by providing finance with the relevant HR inputs.
- HR Support: Advice and provide guidance to line managers on all HR Matters including grievance handling procedures to ensure that disciplinary issues in the respective areas are resolved amicably and in a timely manner. This includes drafting any corresponding letters e.g. show causes and warning letters.
- Performance Management: Assist the line managers in handling performance management including the review of set KPIs, reviewing received performance appraisals, putting in place performance improvement plans where required and issuance of performance review letters.
- Staff Development and Engagement: In liaison with the line managers, develop training needs analysis documents and follow up on any identified training plans. Conduct HR surveys such as employee engagement/satisfaction surveys to gauge engagement and satisfaction levels.
- Company Policies: Facilitate the implementation of company policies and procedures, advise, and communicate any changes or updates through conducting regular staff awareness sessions with key focus on HR and Health & Safety Policies.
- Health and Safety: Support various investigations on detected and reported breaches of safety and security incidents. Assist the General Manager in ensuring adherence and compliance to relevant Health and Safety policies.
- Offboarding: Handling all off boarding processes including preparation of acceptance letters, conducting exit interviews (where applicable), preparation of final dues for review by finance and ensuring all document clearance forms are completed.
- HR Initiatives: Liaise with the Regional Head of HR on HR initiatives.
Administration
- Receive and guide farmers and visitors.
- Receive and assign internal or external correspondence to responsible staff for action and where required assist in preparing correspondence and closure of the same.
- Closely liaise with internal & external stakeholders.
- Ensure critical company records /data /information are kept properly.
- Assist the finance team in ensuring company assets are tagged and kept in good serviceable conditions with quarterly checks. Liaise with the relevant staff/providers to ensure repair of company items is done in a timely manner.
- Support and coordinate logistics for all high-profile visits, events, and functions as may be required from time to time.
- Effectively manage third party security service provision companies in terms of fit for purpose performance and adherence/compliance with agreed service levels agreements (SLA)
- Liaise with and develop relationships with various Law Enforcement & Emergency Services in the event of a security incident/emergency (i.e., fire, medical, mechanical breakdown) and to ensure timely reaction to incidents.
- Perform any other duties as may be assigned from time to time.
Qualifications, Skills and Competencies.
- A minimum of a Higher National Diploma in Human Resources Management.
- At least 3 years’ experience in a similar post.
- Good knowledge of the relevant employment labour laws and regulations.
- Ability to manage sensitive and confidential situations with tact, professionalism.
- Fluency in both English and Kinyarwanda is preferred.
- Excellent organizational skills and attention to detail.
- Strong interpersonal and relationship building skills.
- Excellent verbal and written communication skills.
- Ability to work in a rural setting and under minimal supervision.
- Good working knowledge of MS Office.
Location
The role shall be based full time at the ROS Offices in Karongi District, Western Province.
Work Hours: 8
Experience in Months: 36
Level of Education: associate degree
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