1. Job Title: Record Management Officer

Job responsibilities

• Receive and check incoming and outgoing mails ;

• Record incoming and outgoing mails;

• Scan and submit incoming mails through E-mboni system;

• Ensure timely distribution of all Incoming/outgoing mails

• Facilitate Ministry staff to access documents;

• Ensure the security of the Ministry’ correspondences and stamp;

• Write and submit on regular basis (monthly and quarterly) reports of the central secretariat.

• Maintain a current and accurate filing system;

• Ensure timely filling of documents;

• Take minutes of meetings chaired by Director Administration and Finance and file.

• Receive and answer telephone calls and orient them accordingly;

• Receive Ministry ‘clients/visitors and provide orientation.

Qualifications

• Bachelor’s Degree in Secretarial Studies,Public Administration, Administrative Sciences, Management, Office Management, Arts and Publishing, Information Science, Library Studies with 0 Year of relevant experience

Required competencies and key technical skills

• Integrity

• Strong critical thinking skills and excellent problem solving skills

• Inclusiveness

• Accountability

• Communication

• Teamwork

• Client/citizen focus

• Professionalism

• Commitment to continuous learning

• Analytical skills

• Fluency in Kinyarwanda, English and/ or French. Knowledge of Swahili is an added advantage

• Knowledge of office administration

• Resource management skills

• Problem solving skills

• Decision making skills

• Time management skills

• Risk management skills

• Results oriented

• Digital literacy skills

• Bookkeeping skills

• Ability to use discretion and maintain confidentiality

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2. Job Title: Director Of Human Resources And Administration Unit

Job responsibilities

• Prepare and implement the annual human resource plan to support the overall strategic aims and objectives of the institution.

• Identify, design and implement strategic human resource projects, as and when required.

• Advise on recruitment process and ensure candidates fit the job requirements.

• Advise on the process of advertisement of vacancies and assess applications and interview of applicants.

• Advise on the management and orientation of new employees, process probationary reviews, new employee evaluations and terminations.

• Analyze the skills and qualities required for each particular job and provide guidelines for developing job descriptions and specifications.

• Work closely with senior and line managers, providing them with expert guidance, coaching and support on the full range of HR activities (including policies and procedures, terms and conditions of employment, human resource and career development, restructuring of services, performance management, human resource planning etc.), in order to ensure a consistent and fair approach to human resource management throughout the institution.

• Keep up to date with HR legal developments and advise management on compliance and risk factors.

• Manage investigations, disciplinary and grievance matters in conjunction with the Director General and the Director in charge of HR.

• Provide advice and guidance on individual employee relations cases, ensuring that these are well managed and meet the requirements of related policies and employment legislation.

• Ensure that managers and staff are aware of the policies and procedures and able to operate them effectively.

• Provide support to staff on HR issues, as and when required.

• Ensure that staff are informed and updated on key business and issues regarding strategic HR management.

• Carry out a research on staff performance appraisal and advise on improvement if necessary;

• Provide advice on performance management process.

• Custodian of effective performance management practices.

• Ensure that performance management is standardized and that all employees are informed of and trained in the application of the performance management model and system.

• Monitoring the implementation of the performance appraisal and ensuring that mid-term and annual appraisals are carried out in a timely manner and followed up.

• Consolidating Reports on the results of performance appraisal.

• Lead programs that are aimed at improving employee morale.

• Identify and analyze current institution effectiveness and propose solutions to address the gaps.

Qualifications

• Master's Degree in Human Resource Management with 1 Years of relevant experience

• Master's Degree in Management, Business Administration with specialization in Human Resource with 1 Years of relevant experience

• Bachelor’s Degree in Public Administration, Administrative Sciences, Human Resource Management with 3 Years of relevant experience

• Bachelors Degree in Management with specialization in Human Resource with 3 Years of relevant experience

• Bachelor's Degree in Business Administration, Public Administration, Administrative Sciences, Management, Business Administration with a recognized Human Resource Professional Certification with 3 Years of relevant experience

Required competencies and key technical skills

• Integrity

• Strong critical thinking skills and excellent problem solving skills

• Inclusiveness

• Accountability

• Communication

• Teamwork

• Client/citizen focus

• Professionalism

• Commitment to continuous learning

• Analytical skills

• Networking skills

• Knowledge of public sector human resource policies, regulations and procedures

• Operating knowledge of human resource management systems and processes;

• Resource management skills

• Problem solving skills

• Leadership skills

• Mentoring and coaching skills

• Time management skills

• Risk management skills

• Performance management skills

• Results oriented

• Digital literacy skills

• Fluency in Kinyarwanda, English and/or French. Knowledge of all is an added advantage

• Strong negotiation and strategic decision making skills;

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