Human Resources Manager at PIH – Partners In Health: (Deadline Ongoing)
Department:
Job Title:
Human Resources Manager
Human Resources
Rwinkwavu; with frequent travels
to other IMB sites
Location:
Positions
Grade: 4B
Reports
to:
Human Resources Director
reporting to: N/A
Main Responsibilities
Job Purpose
Under the direct supervision of the HR Director, the HR Manager plays a pivotal role in executing
the department’s HR-administrative related tasks. Transmitting support throughout Partners In
Health/Inshuti Mu Buzima (PIH/IMB) departments and at all levels in the organization.
Key Responsibilities:
Recruitment and Hiring
Coordinating and supporting the recruitment process; by assisting with performance
requisition form and other pre-recruitment documents, with posting job vacancies,
extracting applicants’ CVs for reviews;
Assist to coordinate interviews; including contacting applicants for interview, organize
logistics including securing interview venues, and preparation of any other relevant materials
Contact unsuccessful job applicants to inform them of the status of their applications
Conduct background investigations and reference checks about prospective hires
Help with new-hire procedures; schedule and partake in on-boarding and instating of new-
arrivals, creating new employee files, emails, administering employee HR Manual, forms
and any other handbooks, and ensuring all necessary paperwork is properly filled-out
Be responsible for all recruitment related filings (including application forms and interview
notes)
2
HR Records Management
Prepare and initiate for signature all offer letters and contracts of employment, contract
extension letters, promotion and termination letters, employment confirmation letters, etc
Keep track of contract expiry dates with a timely reminder, e-mail to respective
supervisors, including IMB service providers
Manage and keep track of time-sheets in collaboration with all concerned employees and
ensure timely submission to appropriate persons
Produce and submit HR related reports as required including M&E and the implementation
of the IMB Strategic Plan
Organize, maintain and update human resources staff records (files), record and document
employee information such as promotions, transfers and resignations, etc to keep updated
HR databases and tracking systems, including periodic staff lists.
Assisting separating employees to complete resignation paperwork; handover and exit
forms, conduct exit interviews, contact all service providers (medical insurance company,
MTN, IMB IT team, etc) for deactivations and ensuring that all necessary employment
closure paperwork is completed on time.
Leave Management
Promote work-life balance through ensuring all departments/programs have annual leave
calendars/plans and all leave types are logged in HR system-leaves, send out encouraging
emails to all staff to take leave-breaks
Help coach supervisors, managers and all employees to use and understand how HR
system-leaves is used and how to use it properly
Make certain that the leaves window provides the right information and work with
software developer team to make it more usable
Management of Related Tasks
Liaise with service providers in the registration of recruits like; securing CSR/RSSB numbers,
comprehensive medical assurance, etc
Coordinate with finance office and auditors to provide staff records for auditing
Responding to procurement related requests and correspondances; including annual
procurement plans
Immediate distribution and pursue of incoming and outgoing employee documents
correspondences
Provide secretarial support to the HR department including data entry, printing
information, schedule HR related gatherings, any required writings including concept
notes, internal memos, proposals, etc
Performs periodic audits to HR files and records to confirm all required documents are
collected and filed appropriately
Pay regular visits to all IMB Sites to support site-based staff on HR related matters
Keep up-to-date with the latest HR trends and best practices
Maintains the integrity and confidentiality of human resource information
And any other duties as assigned
Required experince and skills
Bachelor’s degree in human resources management or business administration with a specialty in
Human Resources, Accounting or Information Technology (IT)
A minimum of 4-5 years working experience in human resources management in public or NGO
institutions
Solid knowledge of current trends and best practices in Human Resouces Management
Solid knowledge to Rwandan labour laws and effective HR administration tasks
Ability to maintain the highest level of confidentiality and sensitivity
High level critical thinking
Excellent written and verbal communication skills
Works well under pressure and meets tight deadlines
Interpersonal skills related to networking, internal resilience and sensitivity to diversity,
hardworking and quick learning
Fluency in spoken and written English and Kinyarwanda (fluency in French is a bonus)
Ability to live in rural set-up.
Ability to live PIH/IMB values: Ubumuntu-Compassion, Ubupfura-Integrity, Ubunyangamugayo-
Honesty, Ubwubahane-Mutual respect, Ubumwe-Solidarity, Agaciro-Dignity, Kugira ishyaka-
Determination
At Partners In Health, we are committed to ensuring that those who benefit from our work-
including our patients, families and community members – as well as our staff are treated with
dignity and respect and protected from sexual exploitation, abuse and sexual harassment. By
submitting an application, the job applicant confirms their understanding of these recruitment
procedures
Supervisor’s Name, Date &
Signature:
Employee’s Name, Date &
Signature:
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