Context of the position:

SOS Children’s Villages Rwanda is an independent member association affiliated to the SOS Federation. SOS Children’s Villages Rwanda leverages existing community resources to strengthen quality childcare and protection through a holistic continuum of care tailored to orphans, vulnerable children, and their families. SOS Children’s Villages Rwanda actively advocates for the promotion of childcare and child protection. In Rwanda, SOS Children’s Villages operate in four Program based in Gasabo, Gicumbi, Kayonza and Nyamagabe. To further fulfil the above-mentioned responsibilities, SOS Children’s Villages Rwanda is seeking for Two (02) competent Administration and Human Resource Officers for its Byumba and Kayonza Program Areas respectively.

JOB PURPOSE

Under the Supervision of the Head of Program Area, the Administration and HR Officer serves as the key liaison between staff at the location and the central Human Resources and Administration functions. The role facilitates the timely processing of employee-related matters by receiving, guiding, and coordinating staff requests, ensuring proper documentation, and following up to ensure resolution in line with organizational policies and procedures.

In addition, the position coordinates administrative operations at the location level by channelling procurement, logistics, asset, and fleet-related needs to the respective units, supporting compliance with established systems, and promoting efficient communication and service delivery across functions.

Main clients:

• Heads of Locations
• Senior Manager, Procurement and Logistics
• Fleet and Vehicle Maintenance Officer
• Human Resources Department

Key Performance Areas and Main Responsibilities:

He/she relieves the Head of Program Area of day-to-day administrative detail; coordinates the flow of information to the Head of Program Area as required for policy and operational decisions.

Liaison & Cross-Functional Coordination:

• Serve as the primary liaison between the Program Area and the National Office functional leads (HR, Procurement, and Logistics & Asset).
• Ensure effective communication, proper documentation, and timely follow-up of staff and operational requests submitted to the respective functional units.
• Provide guidance to staff on applicable policies and procedures while ensuring compliance with established systems and controls.
• Prepare and submit periodic coordination and status reports to Program Area Management and the respective National Office functions.

HR Coordination & Administration:

• Act as the focal person for HR administrative matters at the Program Area level, facilitating staff requests and ensuring proper documentation in line with HR policies.
• Maintain accurate and confidential employee records (physical and electronic) at Program Area level.
• Support contract administration processes, onboarding, staff documentation, and welfare coordination in collaboration with the National HR function.
• Follow up on employee-related matters to ensure timely feedback and resolution.

Procurement Coordination:

• Consolidate and submit procurement requests in line with approved plans and budgets.
• Ensure completeness and compliance of procurement documentation with supply management policies.
• Support quotation collection where delegated and maintain organized procurement records.
• Monitor the status of procurement processes and coordinate receipt and proper handover of goods and services at the Program Area level.
• Prepare periodic reports on procurement activities and pending requests.

Logistics, Fleet & Asset Coordination:

• Coordinate logistics requirements for staff travel, meetings, workshops, and program activities in line with established procedures.
• Monitor compliance with logistics policies and report any irregularities to the responsible function.
• Coordinate Program Area-level fleet and vehicle maintenance, including routine servicing, insurance, registration, and monitoring fuel consumption.
• Maintain accurate records of vehicles and other assets, ensuring proper tagging, accountability, and reporting.
• Support periodic asset verification and disposal processes in accordance with organizational policies.
• Ensure proper filing and archiving of logistics, fleet, and asset-related documentation for audit and compliance purposes.

Required key skill set.

Must understand the following:

• The different roles of the SOS staff team members, in working together for best interest of the children and donors.
• Excellent communications skills.

Preferred personal attributes:

• Passionate about childcare and development
• Punctuality and assiduity
• Knowledge of child rights and child development issues
• Good standards of conduct and ethics as well as integrity, appropriate judgment, independence and confidentiality
• Personal organization and planning skills; ability to organize and prioritize
• Capable of a rigorous analytical approach and result oriented.
• Ability to place details in a wider context (understanding the broader context).
• Flexible, resilient and able to manage stress.
• Team spirit

Formal qualifications:

• Bachelor’s degree in administrative sciences, Human Resource Management and Business Administration or any other related field of study
• At least 3years of relevant HR and Admin professional experience: Field Context.
• Good knowledge and working experience of labor laws.
• Ability to multi-task, prioritize and pay attention to detail.
• Excellent analytical skills, communication skills with good interpersonal skills

Required Skills and Competence:

• Strong skills in Office Administration, Human Resources Operations, and Records Management
• Demonstrated competence in Employee Relations and Workplace Coordination
• Ability to get tasks done efficiently while exercising good judgment
• Effective in Facility Management and ensuring smooth day-to-day office operations
• Provides exceptional support and guidance to staff
• Strong verbal and written communication for effective liaison with staff and functional units

• Serve as the primary liaison between the Program Area and the National Office functional leads (HR, Procurement, and Logistics & Asset).
• Ensure effective communication, proper documentation, and timely follow-up of staff and operational requests submitted to the respective functional units.
• Provide guidance to staff on applicable policies and procedures while ensuring compliance with established systems and controls.
• Prepare and submit periodic coordination and status reports to Program Area Management and the respective National Office functions.
• Act as the focal person for HR administrative matters at the Program Area level, facilitating staff requests and ensuring proper documentation in line with HR policies.
• Maintain accurate and confidential employee records (physical and electronic) at Program Area level.
• Support contract administration processes, onboarding, staff documentation, and welfare coordination in collaboration with the National HR function.
• Follow up on employee-related matters to ensure timely feedback and resolution.
• Consolidate and submit procurement requests in line with approved plans and budgets.
• Ensure completeness and compliance of procurement documentation with supply management policies.
• Support quotation collection where delegated and maintain organized procurement records.
• Monitor the status of procurement processes and coordinate receipt and proper handover of goods and services at the Program Area level.
• Prepare periodic reports on procurement activities and pending requests.
• Coordinate logistics requirements for staff travel, meetings, workshops, and program activities in line with established procedures.
• Monitor compliance with logistics policies and report any irregularities to the responsible function.
• Coordinate Program Area-level fleet and vehicle maintenance, including routine servicing, insurance, registration, and monitoring fuel consumption.
• Maintain accurate records of vehicles and other assets, ensuring proper tagging, accountability, and reporting.
• Support periodic asset verification and disposal processes in accordance with organizational policies.
• Ensure proper filing and archiving of logistics, fleet, and asset-related documentation for audit and compliance purposes.

• Strong skills in Office Administration, Human Resources Operations, and Records Management
• Demonstrated competence in Employee Relations and Workplace Coordination
• Ability to get tasks done efficiently while exercising good judgment
• Effective in Facility Management and ensuring smooth day-to-day office operations
• Provides exceptional support and guidance to staff
• Strong verbal and written communication for effective liaison with staff and functional units
• Excellent communications skills.

• Bachelor’s degree in administrative sciences, Human Resource Management and Business Administration or any other related field of study
• At least 3years of relevant HR and Admin professional experience: Field Context.
• Good knowledge and working experience of labor laws.
• Ability to multi-task, prioritize and pay attention to detail.
• Excellent analytical skills, communication skills with good interpersonal skills
• The different roles of the SOS staff team members, in working together for best interest of the children and donors.
• Passionate about childcare and development
• Punctuality and assiduity
• Knowledge of child rights and child development issues
• Good standards of conduct and ethics as well as integrity, appropriate judgment, independence and confidentiality
• Personal organization and planning skills; ability to organize and prioritize
• Capable of a rigorous analytical approach and result oriented.
• Ability to place details in a wider context (understanding the broader context).
• Flexible, resilient and able to manage stress.
• Team spirit