1. About GIZ and the Project

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi and as well as selected regional activities and projects. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ), the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digital Transformation and Digital Economy; and regional projects in the Great Lakes Region.

The HR professional is responsible for administrative and financial tasks (monthly payroll, salary advance, taxes and statutory declarations), manage insurance registration and deregistration of new staff and new family members, work and residence visa processing, administrative support to staff and managers and ensure proper documentations as per the required standard.

2. Responsibilities & Responsibilities

The HR professional is responsible for:

a. Monthly Payroll, taxes and statutory declarations (NMA, Regional staff and Interns)

• Will be responsible for end-to-end process of monthly payroll including overtime computations and adjustments of payments
• Taxes and statutory declarations on regular basis
• Other NMA payments (advance salary requests, Communication allowances, Final payments on contract termination etc)
• Send monthly fund request for salaries and other NMA payments to the finance unit to ensure adequate and timely fund replenishment
• Initiate and process new staff RSSB registration
• Declaration of new employees’, beneficiaries of education loan from GoR, to the financial institution (BRD)
• Timely prepare documents and submit maternity leave benefit reimbursement requests in line with the applicable legislation
• Primary focal person to track regulatory updates and initiate the required adaptations in coordination with the line manager

b. Health insurance

• Manage health insurance contract and staff and dependents list of the insurance scheme
• Register new staff and new family members to the health insurance
• Process health insurance premium payment, ensure monthly settlement of employee contribution
• Initiate and follow up premium reimbursement for departing staff

c. Work and residence visa

• Process work and residence visa for international staff, development workers and regional staff
• Maintains up to date data of visa expiry dates and initiate proactive renewal process
• Primary focal person to track regulatory updates and initiate the required adaptations in coordination with the line manager

d. Administrative support

• Will be the primary focal person for HR audit on payment related inquiries; resolve staff queries promptly and maintain professional liaison with regulatory authorities
• Respond to administrative requests of staff (e.g preparing work certificates, visa support letters, bank loan processes etc)
• Manage staff and responsible authorities inquires related to payroll and other payments, taxes & statutory payments, health insurance, work and residence visa

e. Documentation

• Mainatin organized and compliant documentation of hardcopy and soft copy files easily retrievable for review and audit
• Proactively identify and report any documentation gaps in a timely manner
• Assist in developing HR procedures and instruments
• Covering other HR team members in their leave of absence
• Perform other duties and tasks as assigned by the line manager

3. Required Qualifications, Competences and Experience

3.1 Qualifications and professional experience

• Bachelor’s degree in human resources, Business Administration, Accounting, Finance or a related field
• Proven experience in payroll administration and processing
• Excellent user Microsoft 365 tools, particularly Microsoft Excel (of formulas, pivot tables & data analysis)
• Sound understanding of statutory payroll requirements, taxation, and social security regulations
• Good knowledge of accounting principles and payroll accounting processes
• Knowledge of Sage Payroll or payroll systems is a plus
• Strong analytical and problem-solving skills with attention to details
• High level of integrity and confidentiality
• Strong organizational, communication, and time-management skills
• Fluent in Kinyarwanda and English, French is an additional asset.

• Will be responsible for end-to-end process of monthly payroll including overtime computations and adjustments of payments
• Taxes and statutory declarations on regular basis
• Other NMA payments (advance salary requests, Communication allowances, Final payments on contract termination etc)
• Send monthly fund request for salaries and other NMA payments to the finance unit to ensure adequate and timely fund replenishment
• Initiate and process new staff RSSB registration
• Declaration of new employees’, beneficiaries of education loan from GoR, to the financial institution (BRD)
• Timely prepare documents and submit maternity leave benefit reimbursement requests in line with the applicable legislation
• Primary focal person to track regulatory updates and initiate the required adaptations in coordination with the line manager
• Manage health insurance contract and staff and dependents list of the insurance scheme
• Register new staff and new family members to the health insurance
• Process health insurance premium payment, ensure monthly settlement of employee contribution
• Initiate and follow up premium reimbursement for departing staff
• Process work and residence visa for international staff, development workers and regional staff
• Maintains up to date data of visa expiry dates and initiate proactive renewal process
• Primary focal person to track regulatory updates and initiate the required adaptations in coordination with the line manager
• Will be the primary focal person for HR audit on payment related inquiries; resolve staff queries promptly and maintain professional liaison with regulatory authorities
• Respond to administrative requests of staff (e.g preparing work certificates, visa support letters, bank loan processes etc)
• Manage staff and responsible authorities inquires related to payroll and other payments, taxes & statutory payments, health insurance, work and residence visa
• Mainatin organized and compliant documentation of hardcopy and soft copy files easily retrievable for review and audit
• Proactively identify and report any documentation gaps in a timely manner
• Assist in developing HR procedures and instruments
• Covering other HR team members in their leave of absence
• Perform other duties and tasks as assigned by the line manager

• Excellent user Microsoft 365 tools, particularly Microsoft Excel (of formulas, pivot tables & data analysis)
• Strong analytical and problem-solving skills with attention to details
• High level of integrity and confidentiality
• Strong organizational, communication, and time-management skills

• Bachelor’s degree in human resources, Business Administration, Accounting, Finance or a related field
• Proven experience in payroll administration and processing
• Sound understanding of statutory payroll requirements, taxation, and social security regulations
• Good knowledge of accounting principles and payroll accounting processes
• Knowledge of Sage Payroll or payroll systems is a plus
• Fluent in Kinyarwanda and English, French is an additional asset.