Human Resources and Operations Specialist at Education Development Center (EDC): (Deadline 3 July 2023)

Position Location: Kigali, Rwanda

Project Proposal Name: Human Resources and Operations Specialist

Anticipated Start Date: Immediately 

EDUCATION DEVELOPMENT CENTER (EDC)

Education Development Center (EDC) is a global nonprofit that advances lasting solutions to improve education, promote health, and expand economic opportunity. Since 1958, we have been a leader in designing, implementing, and evaluating powerful and innovative programs in more than 80 countries around the world. EDC promotes equity and access to high-quality education and health services and products that contribute to thriving communities where people from diverse backgrounds learn, live, and work together. We support an inclusive workplace culture that embraces many perspectives and broadens our understanding of the communities we serve, enhancing and enriching our work.  EDC is committed to equity, diversity, and inclusion in the workplace. 

Project Description

The primary purpose of the 3-year, USAID-funded Ibitabo Hose Kubana Bose (IHKB) Project is to strengthen the market system for teaching and learning materials and increase the quantity, quality, affordability, and accessibility of books and other reading materials (physical and digital) in schools, homes, and communities, contributing to improved reading outcomes. 

Summary of Responsibilities:

The Human Resources and Operations Specialist will be responsible for EDC’s Rwanda Human Resources and Operations activities under the guidance and supervision of the Finance and Administration Manager. He/she will ensure that project Human Resources and operations function smoothly in accordance with EDC policies and procedures and in compliance with donor requirements.  He/she will be in charge of EDC ‘s day-to-day Human Resources and operations activities including: Payroll management, timesheet management, consultancy contracts; procurement, transport and logistics, operational strategy, and support service management so that the project’s programs can run smoothly and adhere to consistent organization HR & operations policies and procedures. He/she will supervise the operations and procurement team, including procurement assistant, drivers, office cleaners and security.

He/she will effectively interact with a diverse staff, engage as a member of a team, accept feedback, troubleshoot questions or problems and seek help, and participate in regular planning activities with technical teams for seamless administrative and logistical support, supervision and support as needed. This position reports to the Finance and Administration Manager.

Essential functions include [but are not limited to]: 

HUMAN RESOURCES:

• Ensure compliance and alignment of EDC’s HR policies and practices to Rwanda Labor Law.
• Lead staff recruitment tasks including: job postings, shortlisting of candidates, setting interviews schedules, filing of staff selection process;
• Maintain all HR record keeping system and files such as personnel files and the staff vacation plan and use as per EDC policy.
• Ensure implementation of time and attendance policy by project staff as per EDC internal rules.
• Ensure that staff submit their timesheets on a timely basis, collect, and review timesheets for accuracy.
• Liaise with the leadership and Finance and Administration Manager in organizing staff team building activities and staff meetings.
• Liaise with Finance and Administration Manager in orienting new staff to the EDC policy and procedures manuals.
• Ensure that personnel files as well as any other private and sensitive information are securely stored and not accessible to wider staff to protect the privacy and confidentiality of all staff.
• Make available all HR & administration templates to project staff.
• Liaise with Finance and Administration Manager, and EDC Home Office in updating the Policies and Procedures Manual whenever needed.
• Take the lead in developing appropriate local human resource practices, learning and professional development initiatives, and assist with the local Policies, Procedures and Systems.
• Supervise HR and Operations support staff.
• Plan, organize and independently carry out workload priorities to ensure smooth and timely coordination and production.
• Apply organizational terms, procedures, systems, and policies.
• Perform any other duties as may be requested by the supervisor.

PROCUREMENT:

He/she will assure that the most reasonable, fair, expeditious, and appropriate procurement choices are made in a transparent manner in accordance with EDC and USAID procurement processes. This includes: 

• Lead the procurement of goods and services from local vendors
• Ensure that the terms of reference include the correct specifications
• Develop and coordinate sourcing strategy
• Lead the process for supplier selection and evaluation
• Ensure quality Assurance
• Bid analysis: review, ensure accuracy, and approve based on the threshold.
• Purchase requisition and Purchase order: review, ensure accuracy, and sign

LOGISTICS:

Transport:

• Ensure that EDC’s equipment and vehicles have the ability to perform at acceptable standards.
• Oversee vehicle registration, maintenance, travel plans, mileage, fuel and driver performance.
• Make sure first aids and emergency contacts in each vehicle is up to date
• Ensure the accuracy and completeness of vehicle log books
• Ensure the security of vehicles in Kigali and the field.
• Budget for transportation and logistics activities.

Meetings:

• Receive and Review requests.
• Review, ensure accuracy, and sign on purchase requisitions and Purchase orders.
• Vet the venues
• Make sure participants lists, photo/video disclaimers, and other required documents are filled in

Hotel booking and airport pick up for STTAs:

• Supervise hotel bookings and organize the airport pick up.
• Interact with senior management on issues related to the visitors’ transportation and logistics.

Stock:

• Review and approve the stock report.
• From time-to-time conduct stock counting
• Approve request for stock (in & out)
• Supervise the stock tidiness.

Office maintenance, cleaning and security:

• Approves and supervise the office maintenance and security
• Responsible for the maintenance of office premises, supplies and equipment.

Registration:

• In charge of project registration and insurance renewals.

Leases

• File all the leases
• Arrange leases for the project office and international staff residences (including looking for houses for international staff when needed)
• Prepare leases for leadership review and HQ approval
• Do the security check for residences.

Contract Management

• Manage all contracts from service providers.
• Manage all contracts from consultants
• Will be the liaison with third party service providers such as security, sanitation and utility providers
• The HR& operations coordinator will ensure that standard procedures are followed when third party service providers are hired and that the third party properly executes in accordance with the terms of the agreement.

IT

• Supervise the office network
• Manage all EDC-Rwanda IT Equipment
• Approve IT Consultant invoices and timesheet
• Share reports as needed.
• Ensure telecommunication and connectivity are addressed and resolved.

Security & safety focal point (SSFP)

• Serve as the SSFP focal point for EDC-Rwanda
• Liaise with Security Director from the home office
• Do security checks as needed.
• Update the Emergency Action plan as required.
• Orient new staff on EDC Security
• Keep record of all incidents reports.

Organizational Relationship

• Supervisor: Finance and Administration Manager
• Supervisees: HR and Operations support staff

Education Requirement:

• A Bachelor’s in Administration, Human Resources, procurement, Business studies or other related fields from a recognized institution
• Other relevant professional/management certifications
• Higher education degree preferred 

Skills and Experience: 

• At least 6 years of working experience in both HR and Operations roles, with at least 2 years of supervisory experience in operations, Human resources, maintenance, and/or administration.
• Demonstrated ability working on multiple and complex activities simultaneously.
• Familiarity with donor-funded procurement rules and regulations (particularly experience with USAID procurement regulations) will be an advantage.
• Ability to supervise, maintain confidentiality and use sound judgment on sensitive matters.
• Ability to develop effective work plans and priorities in order to meet business objectives.
• Demonstrated expertise in negotiation, conflict resolution and stakeholder management.
• Good analytical and problem-solving skills.
• Ability to manage tight deadlines and deliver high volumes of work with minimal or no supervision.
• Knowledge of Administration processes, procurement, logistics, HR systems and principles.
• Knowledge of computer packages (including Excel, Word, PPP and other)
• Teamwork
• Interpersonal relations
• Confidentiality and Ethical behavior.
• Fluency in English and Kinyarwanda
• Strong organizational and analytical skills
• Excellent written and oral communications skills

Application process: Interested candidates should submit their application via email [email protected] addressed to the EDC Country Director, including a CV and Cover letter, not later than July 03^rd, 2023

Please note that only shortlisted candidates will be contacted. 

EDC is committed to enhancing the diversity of its workforce and ensuring an equitable and highly inclusive work environment. EDC is a smoke-free workplace, and offers a supportive work environment, competitive salary, and excellent benefits. Women are encouraged to apply.