HR & Administrative Officer at Association of Microfinance Institutions in Rwanda (AMIR)
HR & Administrative Officer

Association of Microfinance Institutions in Rwanda (AMIR) | Type: Job
Published: 2024-11-27 | Deadline: 2024-12-01

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 01st 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