Senior Human Resources Assistant at BRAC Rwanda

JOB OPPORTUNITY

Introduction

BRAC is the world’s largest, and leading development organization dedicated to poverty alleviation and empowerment of the poor. Initiated in Bangladesh in 1972, BRAC now operates in 11 countries across Asia, and Africa. To counter poverty and promote social empowerment, BRAC strategically integrates development programs in microfinance, agriculture, health, education, human rights and legal aid, community empowerment, and more.

BRAC Rwanda Microfinance Company PLC is registered with Rwanda Development Board in September 2018 and was approved license from National Bank of Rwanda to operate Microfinance and other financial services in Rwanda. BRAC Rwanda is looking for competent, dynamic, and self-motivated Rwandans to fill the following regular position.

Position: Senior Human Resources Assistant

Job Location: BRAC Rwanda Country Office

Number of positions: 1

Salary: Negotiable depending on experience

Reporting to: Human Resource Manager/T

Contract nature: Fixed (Renewable)

Female candidates are encouraged to apply

Job Summary

Senior Human Resource Assistant will provide Human resource support to BRAC Rwanda Microfinance Company PLC, support in the execution of HR policies, programs. Senior Human Resource Assistant will help the organization accomplish its objectives through the facilitation of Human resource systems Management. The person will ensure the Preparation of payroll on time , Make tax declaration and maternity declarations on time, Make sure that staff files are kept in soft copies in the HR System and align them with hard copies , Ensure contract management by renewal of expired contracts, end of probation, transfer and separation

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

Manage the recruitment and on boarding process

Coordinate – in liaison with the HR manager - the recruitment process 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 long listed/ shortlisted and the list forwarded to the HR 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 on-boarding process
6. Prepare contracts and all other statutory documents for newly hired staff and temporary.

Payroll and HR records

• 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
• Effective management of the Human Resource Information system by ensuring all staff are added in the system, update the attendance records in the system, and leave is managed through the system.
• Responsible for the E-Filing of HR documents to include and not limited to staff files, recruitment documents,
• Maintaining staff leave schedules for all field offices and submitting the same to the HR Manager on monthly.
• Responsible for monitoring expiry dates and maintaining schedules for contract expiry dates and probation period expiry dates and take the necessary actions regarding continuing, renewing or terminating contracts under the supervision of HR manager.
• Ensure that personnel files are maintained and contain relevant and up to date staff information and are kept in a secure lockable cabinet
• Under the supervision of HR Manager, responsible for timely processing of the monthly staff payroll in compliance with statutory deduction
• Ensure high level of confidentiality regarding personnel data and ensure that all employee information is kept up to date, is complete and held in a secure place
• 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 and Procedures (HRPP)and labor laws.

Managing medical insurance schemes and staff care

Coordinate the process of renewals of and changes in medical/Insurance schemes for all staff, including the provision of information to staff.

• Take lead in implementation of staff development plan by maintaining follow ups on staff to take training courses identified during the fiscal year
• Coordinate and actively suggest staff care activities for national staff
• Enroll joining staff into the medical scheme, including various insurance covers.

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:

• Bachelor’s degree in Human Resource Management, Business Studies such Business administration, and Management or any other related field.
• 3+ years relevant experience working as HR in a busy office environment or equivalent combination of education and experience.
• Demonstrated relevant technical skills in analyzing and interpreting quantitative and qualitative data and packaging the findings.
• Extensive knowledge of HR procedures, including best practices, guidelines, and tools for people management.
• Ability to work well in a team and train others.
• Proficiency in Microsoft Office programs, i.e., Excel, Word, PowerPoint, etc., and the ability to use various commercially available HR management tools.
• Fluency in written and spoken English and Kinyarwanda.
• Ability to write well organized reports and other official correspondences
• Ability to perform and prioritize multiple tasks;
• Willing to be able to travel within the working areas and other areas as required.
• High degree of professionalism and ability to deal sensitively with confidential material;
• Strong interpersonal (verbal and written) communication skills.

Success Factors

• The successful Senior Human Resource Assistant will combine exceptional people skills, self- motivation, capacity to multi task and work under pressure.
• S/he will have an outstanding ability to quickly learn on the job, contribute to developing policies for BRAC Rwanda Microfinance Company PLC
• 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.

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, Application deadline is 30^th July 2024

Please note that only shortlisted candidates will be called for interview.