Human Resources Operations Officer at Partners In Health/Inshuti Mu Buzima (PIH): (Deadline 24 July 2022)

Job Title:

Human Resources Operations Officer

Department:

Human Resources

Location:

Rwinkwavu with travels to other PIH sites when necessary

Reports to:

Human Resources Director

Positions reporting to:

N/A

Main Responsibilities

1

Job Purpose

Under the direct supervision of the HR Director, the HR Operations officer plays a pivotal role in executing the department’s administrative tasks. In addition to transmitting support throughout Partners In Health/Inshuti Mu Buzima (PIH/IMB) departments and at all levels in the organization.

2

Key Responsibilities:

Recruitment and Hiring

• Coordinate the recruitment process by assisting with posting job vacancies, extracting applicants’ CVs for review;
• 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)

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
• Manage and keep track of time-sheets in collaboration with all concerned employees and ensure timely submission to appropriate persons
• Produce and submit reports on general HR activities
• Organize, maintain and update human resources staff files, record and document employee information such as promotions, transfers and resignations, etc to keep updated HR databases and tracking systems, including periodic workers lists
• Assisting separating employees to complete resignation paperwork; handover and exit forms, conduct exit interviews, contact all service providers for deactivations and ensuring that all necessary employment closure paperwork is completed on time

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.
• Immediate distribution and  pursue of incoming and outgoing employee documents correspondences
• Provide secretarial support to the HR department including data entry, printing information, schedule meetings, writings, etc
• Performs periodic audits to HR files and records to confirm all required documents are collected and filed appropriately
• 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

Requirements  for Human Resources Operations Officer

• Bachelor’s degree in human resources management or business administration with a specialty in accounting or Information Technology (IT)
• At least 3-years working experience in human resources management in public or NGO institutions
• Exposure to Rwandan labour laws and effective HR administration tasks
• 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 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