Vacancy title:
HR and Administration Officer

[Type: FULL_TIME, Industry: Agriculture, Food, and Natural Resources, Category: Human Resources]

Jobs at:
Ubumwe Tea Company Limited

Deadline of this Job:
Sunday, December 14 2025

Duty Station:
Kigali | Kigali | Rwanda

Summary
Date Posted: Tuesday, November 25 2025, Base Salary: Not Disclosed

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JOB DETAILS:

Role Purpose:

The role supports Ubumwe Tea Company Limited on all human resources and administration matters.

Key Responsibilities:

Human Resources 

HR Coordination, Advisory & Compliance

• Act as the primary HR contact, advising staff, supervisors and managers on policies, procedures, labour laws, and compliance requirements.

• Ensure consistent implementation of HR, administrative, and health & safety policies, including supporting HR and Health & Safety audits, inspections, and follow-ups.

• Keep management informed of HR risks, workforce trends, and policy updates, and liaise with Regional HR Office on HR initiatives and reporting.

• Proactively follow up and provide continuous feedback to staff and management on HR processes and updates.

Recruitment, Selection & Onboarding

• Coordinate the full recruitment life cycle, including advertising, shortlisting, interviewing, pre-employment checks, and preparation of employment contracts.

• Manage onboarding, induction, and documentation for new staff, ensuring smooth entry on duty, timely payroll activation, and guidance during probation.

• Provide continuous support and guidance to new staff and offer on-the-job HR support to employees as needed.

• Monitor placements, promotions, transfers, appointments, and contract renewals, ensuring accurate evaluation of entry levels and compliance with HR procedures.

Employee Relations, Grievances and Disciplinary Management

• Handle employee complaints, workplace concerns, and queries professionally and promptly.

• Manage grievance and disciplinary procedures in line with labour law and internal policy, including drafting letters (e.g., show cause, warnings).

• Facilitate effective communication between staff, supervisors, and management.

• Maintain positive labour relations and liaise with worker committees, local authorities, and community stakeholders as needed.

HR Administration and Records Management 

• Open, maintain, and update all employee files, leave data, attendance registers, and other HR documents.

• Monitor contractual status and take timely action on appointments, contract extensions, transfers, reassignments or exits.

• Record and update employee data, benefits, and entitlements in HR systems.

• Prepare regular HR reports for management as may be required. 

Compensation and Benefits Administration

• Prepare accurate payroll inputs, coordinate benefits such as medical insurance, and support finance with HR related information for budgeting and reporting.

• Administer employee benefits and entitlements in accordance with current labour laws and internal company policies.

• Review and determine eligibility for entitlements, seek clarifications, and document exceptions when required.

• Provide feedback to staff and management on benefit-related queries and procedural updates.

• Advise staff on eligibility for benefits, entitlements, claims procedures, and conditions of employment.

Performance Management and Staff Development Support

• Coordinate the full performance management process, guiding supervisors and line managers on KPIs, appraisals, performance improvement plans, and related communications.

• Support staff development by identifying training needs, following up on training plans, and implementing development initiatives.

• Conduct employee engagement and satisfaction surveys to inform improvement actions.

Employee Welfare and Health &Safety Support

• Coordinate employee welfare programs including housing and medical arrangements.

• Support investigations into safety and security incidents and ensure compliance with health and safety policies.

• Participate in workplace safety inspections and follow up on issues raised.

• Participate in workplace inspections and follow up on identified issues to maintain a safe and compliant work environment.

Offboarding & Exit Management

• Manage all offboarding processes including clearance, acceptance letters, exit interviews, and preparation of final dues for finance review.

• Ensure accurate documentation and proper closure of employee files.

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.

• Strong conflict resolution and problem-solving abilities.

• Strong interpersonal and relationship building skills.

• Excellent verbal and written communication skills.

• Ability to work independently in remote or rural field setting with minimal supervision.

• Good working knowledge of MS Office.

Work Hours: 8

Experience in Months: 36

Level of Education: associate degree

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