Summary
Date Posted: Tuesday, May 16 2023, Base Salary: Not Disclosed

JOB DETAILS:

The Human Resource and Administration Officer will provide HR and Administrative support to BRAC Rwanda, support in the execution of HR policies, programs, and Admin related activities. The HR and Administrative officer will be responsible for safe custody of fixed and non-fixed assets, office supplies, and related materials procured at the national officer. S/he will ensure that all the properties/ assets at the national office are properly registered as per BRAC International standards. S/he will arrange flights and hotel reservations for meetings and various Activity events as needed. S/he will be responsible for the supply of stationery and other fast-moving stock items.

Key Duties/Responsibilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Ensure execution of HR policies, procedures and programs
1. Advise/ guide field management regarding the execution of HR policies and the interpretation of rules, staffing and related personnel problems.
2. Assist the Human Resource and Safeguarding Manager in training of staff on safeguarding matters, compliance and reporting,
3. Responsible for the monitoring and tracking of staff trainings to include BRAC International Trainings for new staff as well as refresher trainings for ongoing staff.

Manage the recruitment and onboarding process
Coordinate – in liaison with the HR+SGM - the recruitment process from A to Z, from formulating job advertisements to arranging interviews.
1. Coordinate recruitment of staff, ensuring vacancies are advertised appropriately with clearly stated Job Description
2. Confirm and affirm that due process has been followed in every Employee Resourcing process.
3. Ensure that advertised vacancies have been longlisted/ shortlisted and the list forwarded to the HR& SG Manager.
4. Ascertain accuracy and completeness of the staff information and records: National ID/ Passport, Advert, Job description, Recruitment sheets, CV’s etc
5. Support the staff onboarding process
6. Prepare contracts and all other statutory documents for newly hired staff, temporary staff and volunteers.

Handling administrative activities/HR records
1. Assist in overseeing general administrative duties e.g., office cleanliness, office purchases etc.
2. Manage archiving of HR records of all separating staff and maintain a register for the same by facilitating effective staff clearance, documentation and release from the organization.
3. Responsible for the E-Filing of HR documents to include and not limited to staff files, recruitment documents, etc.
4. Maintaining staff leave schedules for all field offices and submitting the same to the HRM monthly.
5. Responsible for compiling the leave reports including maternity, sickness, annual and paternity as well as build the capacity of staff on the various leaves provided in the HR Policy Handbook Manual

Executing reception and administrative duties
1. Establish and run the BRAC-Rwanda National Office, ensure visitors are well received and directed to the appropriate persons, answer telephone calls, route calls and take messages.
2. In liaison with the Procurement and Logistics + Finance departments ensure timely payment of bills of all leased property, utilities, telephones, courier services taxis etc.
3. Coordinate requisition and oversee maintenance of adequate supply of all stationery and other office items.
4. Establish and maintain area program offices asset register and monitor servicing of office machines, then report to the supervisor if servicing or repair is required.
5. Ensure that office and office equipment are clean, and that staff are provided with refreshments
6. Provide administrative support and any other duties as called upon.

Safeguarding Responsibilities
• Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation
• Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action
• Follow the safeguarding reporting procedure in case any reportable incident takes place and encourage others to do the same

Education and Experience:
1. Bachelor’s degree in Human Resource Management, Psychology, Sociology, Social Development Studies, Business Studies such as Marketing, Business Analytics, etc.
2. 3+ years relevant experience working in a busy office environment or equivalent combination of education and experience.
3. Demonstrated relevant technical skills in analyzing and interpreting quantitative and qualitative data and packaging the findings.
4. Extensive knowledge of HR procedures, Safe Guarding including best practices, guidelines, and tools for people management.
5. Ability to work well in a team and train others.
6. Proficiency in Microsoft Office programs, i.e., Excel, Word, PowerPoint, etc., and the ability to use various commercially available HR management tools.
7. Fluency in written and spoken English and Kinyarwanda.
8. Ability to write well organized reports and other official correspondences
9. Ability to perform and prioritize multiple tasks;
10. Willing to be able to travel within the working areas of Huye, Nyanza and other areas as required.
11. High degree of professionalism and ability to deal sensitively with confidential material;
12. Strong interpersonal (verbal and written) communication skills.

Success Factors
1. The successful Human Resource and Administration Officer will combine exceptional people skills, self- motivation, capacity to multi task and work under pressure.
2. S/he will have an outstanding ability to quickly learn on the job, contribute to developing policies for BRAC International
3. S/he will also have proven experience with cross-cultural team and capacity building, individual staff development and strong mentoring skills. The successful candidate will be able to provide oversight across the country portfolio

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure

If you feel you are the right match for the above-mentioned position, please follow the application instructions accordingly:
Candidates need to send a signed Cover letter in PDF format indicating the title of the position applied for, an updated CV mentioning educational grades, years of experience, and notarized copies of academic qualifications. All those documents should be sent through email: recruitment.rwanda@brac.net 
Please note that only shortlisted candidates will be called for interview.

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