POSITION: HR & Office Administrator

REPORTS TO:  Country Director 

LOCATION: Kigali, Kimihurura

About AHN:

Africa Healthcare Network (AHN) is building the first dialysis chain across East Africa, providing high-quality, life-saving dialysis to both the local patient population and patients from neighboring countries, which do not have centers of their own. AHN brings world-class technical expertise combined with practical operating experience to a region in direct need of quality dialysis treatment. AHN's vision is to transform kidney care across Africa through increased access to high-quality care for patients, delivered through a sustainable business model. AHN is currently operating in Rwanda, Tanzania, Kenya, Zambia, and is incorporated in Ghana.

About the role

The HR& Office Administrator will supervise daily operations at the office and personnel, aiming for maximum efficiency and quality service. They must be an organized, reliable, and results-driven professional. They must have a practical mind to solve problems on the spot, partnered with an ability to see the “big picture” and make improvements. As an HR & Office Administrator, you must also have excellent customer service and communication skills. The goal is to do everything possible by ensuring that proper organization of documents is maintained, meetings are arranged, and stakeholders are handled appropriately. 

HR RESPONSIBILITIES – APPROX 60%

Recruitment & Onboarding:

• Run the selection process to fill vacant positions
• Carry out background checks on prospective hires.
• Plan and conduct new employee orientation to foster a positive attitude towards AHN

Records Management/ Filing:

• File, update, and maintain employee records as per best practice, including input and maintenance in HR Information System
• Develop and implement efficient employee record-keeping procedures
• Prepare, and amend where necessary, HR documents, information circulars and correspondence e.g. employment contracts, separation notices and other correspondence
• Carry out records disposal

Payroll/ Benefits Management:

• Preparation of payroll and submit monthly payroll inputs to Finance for processing
• Monitor payroll regulations and recommend changes
• Assist employees on payroll related matters
• Administer benefits programs such as health insurance, leave plans, and employee assistance programs
• Serve as point of contact with benefit vendors and administrators
• Share relevant information with management and staff, i.e. public holidays and staff leave balances

Communication:

• Be the first point of contact for employees with HR related enquiries, and communicate with external partners
• Educate staff on HR policies, plans, programs, practices, processes, and tools (e.g. compensation, benefits, performance development projects) to ensure knowledge transfer, enhanced company capability related to the management and development of people, and consistent delivery
• Respond to inquiries regarding policies and procedures and escalate to relevant management as required
• Handle team members in a very efficient and friendly manner.

Other:

• HR Processes: Lead on implementation of HR processes in the country e.g. performance management, policy drafting, etc
• HR Metrics & Analytics: Lead on and ensure timely update and reporting on all HR metrics, such as staff turnover.
• Employee Welfare & Wellness: Support employee engagement activities e.g. townhalls, in-country group meetings, wellness training sessions, etc.
• Employee Relations: Lead on handling of employee relations issues, escalating to management as needed
• Contribute to in-country management and global HR teams

Initiate and ensure timely updates and reporting on all periodic HR metrics, such as staff turnover.

OFFICE ADMINISTRATION RESPONSIBILITIES – Approx 40%

Administration:

• Track and ensure validity of all company's insurances, e.g., property, etc
• Develop and track the Company’s Contracts and licenses for expirations and ensure communication with relevant stakeholders on renewals.
• Develop and maintain robust administrative systems for records management, transport, and office maintenance.
• Work with relevant stakeholders to plan and execute local, regional, and international travel and accommodation arrangements for staff and visitors, including visas and work permits, etc
• Coordinate and oversee the administrative function and any outsourced services of the organization including management of the office premises, facilities and all office supplies, equipment and property and ensure safety in the workplace and provision of working tools.
• Develop and maintain robust administrative systems on office requirements, including business licenses.
• Ensure compliance with statutory workplace requirements such as staff licenses.
• Support on all administrative matters eg, preparation and review of office documents.
• Any other duties as assigned.

REQUIREMENTS

• A bachelor’s degree is required from Human Resources, administration, and any related field.
• At least 1 to 2 years of Human Resources and/or administration experience
• Strong understanding of the Rwandan labor laws and regulations
• Work in the healthcare sector is a plus
• Demonstrated strong analytical and problem-solving skills
• Ability to develop strong relationships with government officials and adapt to the government policies.
• Strong work ethic and flexibility, respectful of local norms and culture, ability to work with humility and urgency
• Proficiency in Microsoft Word, Excel, PowerPoint
• Exceptional written and oral communication skills
• Speaks fluent English

Interested candidates can submit their CV/Resume, Cover letter, and any relevant certificates to hr.rwanda@africahealthcarenetwork.com by June 6^th, 2025, at 5:00 PM.