Country HR&OD Specialist at ITM Africa Ltd: (Deadline 19 February 2023)

Country HR&OD Specialist at ITM Africa Ltd: (Deadline 19 February 2023)

JOB VACANCY

POSITION : Country HR&OD Specialist

Location : Kigali, Rwanda

ITM Africa Ltd, an international company specializing in all HR solutions is assisting a client to recruit a Country HR&OD Specialist

Purpose of role :

Our organisation is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative and result oriented individuals to manage HR operations. Culture and Change Champion who is able to support in making change happen and support in managing organizational culture.

The position holder will be responsible to support the CHR&OD Manager in managing the Human Resource function both on a day-to-day operational basis and in some aspects of providing technical guidance and advice, including but not limited to Talent Acquisition and Management, Compensation and Benefits Management, Employee Relations, Learning and Development.

In additional The role holder will be responding to internal and external HR related inquiries or requests, HR audit queries and will be dealing with different HR reports as well as providing assistance to HR&OD Manager in order to achieve HR Department targets and be a backup for CHRD in his/her absence

What you will do :

HR Operations

• Working with the CHR&OD Manager to provide support to the organization’s human resources strategy and vision; by actively participating in any global or regional HR activities for local implementation through HoDs
• Coordinate and lead where applicable all process audits and closures where applicable
• Maintain and audit the HR Operations Information on Share point for all employee information ensuring data accuracy, Up-to-date, integrity and confidentiality as per Plan International Data Protection policy.
• Monitoring the HRIS and Payroll Software to ensure accuracy and accountability for HR core data security and accuracy and timely updating as required for the region
• Maintain all personnel policies and procedures and provide guidance and interpretation to staff.
• In collaboration with the CHROD Manager, review and as needed develop detailed workflows to support process (re)design, and/or improve existing processes.
• Monitor social committees and other social events
• Ensure HR operations in compiling the CHR&OD department unit reports as well as the whole CO-HR related reports
• Support in the design, development, delivery and management of change communication
• Assists in generating, maintaining and supporting a variety of regular and ad-hoc requests to meet HR Operations SLAs and needs for HR-related information to various levels of the system.
• Provide timely information for updating of Organization Structure to relevant teams through the HRIS.
• Review employment and working conditions to ensure legal compliances
• Facilitate staff’s socialization while nurturing Plan’s values and behaviours
• Support the development and implantation of HR initiatives and systems in consultation with CHR&OD Manager
• Take part in special assignments and committee works as and when required.
• Handle any HR issues as deemed necessary;
• Support Exit Management process for international hires which includes preparing exit letters and conducting Exit Interviews.

Recruitment and onboarding

• Update current and design new recruiting procedures in collaboration with CHROD Manager (e.g. job application and onboarding processes)
• Coordination of job postings, receipt of applications, provides support in longlisting and advice on shortlisting stage;
• Responsible for interview planning and the liaison with the interviewees;
• Conduct reference checks, background checks and separation according to recruitment and separations procedures.
• Provide monthly reports to the CHR&OD Manager on recruitment activities carried out when required;
• Ensures that clear statements of Plan’s commitment to Child Protection are included in all advertising, job profiles, pre and post interview documentation to candidates.
• Ensures that for roles involving contact with children, checks are completed before the person takes up post.
• Guide the hiring managers through the talent management process
• Compile new joiner information and notification to staff supervisors.
• Complete onboarding activities for newly hired international staff, including preparing and sharing onboarding information and documents.

Compensation and benefits:

• Work with the CHR&OD Manager to ensure that our pay and benefits structure and application are in line with Plan International Rwanda and global guidelines.
• Manage the preparation of all staff payroll and timely disbursement of salaries or other employee benefits by ensuring leave and timesheet tracking for updating any payroll changes accurately and timely.
• Work closely with the Finance team to ensure that timesheets are completed on time and all staff information is accurate for payroll processing;
• Manage the Staff Medical Scheme in accordance with contractual obligations such that all medical services to staff are satisfactory and contract procurement reviews are done timely and in accordance with Plan International Rwanda procurement policies;
• Coordinates the day-to-day HR administration duties by ensuring timely and quality HR paperwork for appointment packages and salary adjustments, promotion, transfers, employee requests, termination, and separations process.

Performance management & Learning and Development

• Support the CHR&OD Manager to strengthen initiatives that promote staff development and capacity building
• Ensure all performance stages are completed by reminding staff and line managers of the timeline of each stage;
• Conduct refresher trainings on performance management processes to all staff and follow up to check if objectives set are SMART;
• Extract quarterly performance review’s reports and recommend urgent actions;
• Assess, identify, prepare and compile staff training needs as per performance appraisal results and submit annual training plan to Country HR Manager.
• Lead the induction process and ensure all new staff have been inducted and completed all mandatory trainings.
• Delivering training where possible, in consultation with the Country HROD Manager.
• Advise management on how implementation of training programs can be done in-house as much as possible and should also cater for individual personal development plans.

Employee Relations Management:

• Support the CHR&OD Manager to handle employee relations, grievance, and disciplinary cases, workplace safeguarding, employee safety, coordinate department audit
• employee health and well-being, by working closely with CHR&OD Manager, Heads of departments, Programme Unit Managers, and staff.
• Adequately monitor, provide data needed for disciplinary and grievance cases and participate in the case management when required
• Ensure that all staff understand Plan International Rwanda and Country office HR procedures and policies.
• Monitor the implementation of HR policies and procedures and access staff perceptions of policies, benefits, and welfare services;
• Respond proactively to all staff welfare support matters.
• Promote work-life balance by ensuring all departments have annual leave calendars and all leave types are logged in the HRIS system.
• Advice staff and managers in resolving HR Operational issues as well as contractual management issues and bring to the attention of the CHR&OD Manager

Risk Management

• Collaborate with and provide advice to key teams and/or departments within the offices to ensure that risk identification and management strategies of the HR processes, procedures, activities and appropriate mitigating actions are developed.
• Conduct operational HR risk assessment by working closely with County HR and OD Manager and In line with the HR management standards

You will be a good fit if you have :

Qualifications/ experience essential:

• University Degree preferably in Human Resource Management or Business Administration or a related field and/or equivalent is required.
• 3-5 years of progressive experience in a Human Resource Operations function preferably includes experience in Employee Relations and managing HRIS.
• Technical skills using diverse HRIS and reporting tools is required
• Experience of International NGO or demonstrated equivalent combination
• Excellent organisation and communication skills.
• Ability to multitask and deal with a range of incoming enquires – organisation is key to the success of this role.
• Knowledge of Word, Excel and Outlook, also keen knowledge and experience of the importance of databases and their role in providing accurate management information.
• Able to form and maintain effective working relationships
• High tolerance for ambiguity and ability to adapt to changing priorities within a fast-paced and results-driven work environment
• Possess excellent verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures
• Excellent communication skills
• Ability to prioritize tasks and be able to deliver to tight deadlines
• Experience in handling disciplinary cases
• Ability to provide training
• Fluency in English language is essential
• In additional to Kinyarwanda, knowledge of French language would be an added value.

How to apply :

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