HR & Administrative Officer

Terms of Reference Human Resources & Administration Officer

Title: Human Resources & Administration Officer

Location: Kigali- Rwanda

Reporting: The HR & Administration Officer will report to the Finance & Administration Manager.

DESCRIPTION:

We're seeking a dynamic HR & Admin Officer to join our team. This role is crucial in supporting our organization's day-to-day operations and fostering a positive workplace environment. The ideal candidate will have strong organizational skills, a keen eye for detail, and a passion for people management.

RESPONSIBILITIES:

OFFICE ADMINSTRATION:

Procurement Management:

• Administer the procurement of goods and services necessary for the effective operation of the office.
• Manage office supply inventory, ensuring timely orders are placed when stock levels are low.
• Maintain detailed records of office procurements, including equipment, vehicles, and other assets.

Communication and Documentation:

• Draft and send standard correspondence on behalf of the AMIR Executive Director and the Chairman of the Board of Directors.
• Manage all contracts with service providers and consultants, ensuring terms and conditions are adhered to.

Compliance and Safety:

• Ensure compliance with health and safety standards within the office environment.
• Prepare and administer the tender process, including tender awards and contracts.

Office Management:

• Maintain office stationery, equipment, and other items, ensuring availability and functionality.
• Arrange travel and accommodation for AMIR management and guests.
• Ensure that procurement activities comply with the procedures manual, maintaining effective communication with suppliers.
• Oversee the organization and daily operations of AMIR.

Support to Management and Board:

• Provide administrative and communication support to AMIR Management and the Board of Directors.
• Assist in preparations, write minutes, and follow up on General Assembly meetings.
• Support the AMIR Secretariat and Board of Directors in various administrative matters.
• Supervise the receptionist, drivers, and other support staff ensuring smooth office operations.

HUMAN RESOURCES:

HR Administration:

• Administer HR-related documentation and maintain accurate and up-to-date STAFF files and HR databases.
• Assist in the recruitment process, including identifying candidates, conducting reference checks, preparing appointment letters, and issuing employment contracts.

Onboarding and Policy Implementation:

• Handle the onboarding process for new hires, conducting orientation programs to familiarize them with the organization.
• Implement organizational HR policies and procedures, ensuring compliance with the procedures manual.

Staff Management:

• Manage STAFF leave records and assist management in the Annual Appraisal process.
• Maintain staff personal records in both hard copy and electronic formats.
• Assist management in the preparation and signing of Annual Performance Contracts for all AMIR staff.

Legal and Regulatory Compliance:

• Ensure compliance with employment laws and regulations.
• Prepare and process staff salaries accurately and in a timely manner.
• Prepare exit separation documents for staff members who are leaving AMIR.

Additional Duties:

• Perform other related duties as required by the Executive Director to support the overall function of the organization.

Required experiences and skills:

• At least 4 years of working experience in HR, Customer care and administration roles
• Hold a bachelor's degree in human resources, Business administration, or other related fields
• Fluent in English and Kinyarwanda, having French knowledge will be an added advantage.
• Advanced skills in MS Word, Excel and Power point presentation
• Knowledge of HR functions (pay & benefits, recruitment, training & development
• Excellent self-organization, punctuality and reliability
• Strong communication, organizational, interpersonal, problem-solving, and critical thinking skills
• Knowledge of labor laws and disciplinary procedures
• Ability to supervise, maintain confidentiality and use sound judgment on sensitive matters.

How to apply

Interested and eligible applicants should submit the following documents to info@amir.org.rw not later than 01^st December 2024 at 5:00 pm.

Send the documents as one folder and in the subject line, fill in the position of HR & Administration Manager:

• Motivation letter explaining your suitability for the position,
• Curriculum vitae with 3 referee names,
• National ID.
  Copies of the Academic documents.
• Criminal record.

Only Shortlisted candidates shall be contacted for the interview

Done at Kigali on 26 November 2024.

AMIR MANAGEMENT