People & Culture Administration & HRIS Officer at World Vision International Rwanda: (Deadline 30 November 2025)

MAJOR RESPONSIBILITES

% of time

Activity

End Results

35%

P&C/HR Administration:

• Provide administrative support to the P&C team, including scheduling meetings, taking meeting minutes and following up on action items.
• Assist in the coordination of training and development initiatives for staff members.
• Manage staff ID cards preparation and distribution.
• Provide quality customer care service to staff and visitors to the P&C office.
• Ensure efficient running of office equipment and follow up on maintenance and repairs.

• Effective and efficient administrative support to the P&C team, staff members and visitors to P&C office.

35%

HRIS & Employee Records Management

• Maintain accurate and up-to-date employee records, including personnel files and information, both in the system and in hard/electronic files.
• Ensure compliance with local labour laws and organizational policies regarding record-keeping and data protection.
• Handle periodic bulk filing, i.e., contract renewals, merit letters, and policies
• Shall be the WV Rwanda HRIS (Workday) super user and responsible for maintaining and updating the HR data and information in the HRIS system.
• Ensure that all available Workday system modules are fully operational with accurate and complete information for decision-making.
• Facilitate and induct all employees, including new staff onboard on how to explore and adequately use the Workday (HRIS) system, which mainly includes the Employee Self Service as well as Manager Self Service options.
• Shall be the contact person to support both P&C and staff in general, on all issues pertaining to the Workday system, including induction/orientation/ and refresher on any new developments and/or changes in the functionality/modules, working in conjunction with the P&C Business Partner and/or P&C Manager.
• Produce reports and analysis from the Workday (HRIS) System for data quality assessment and other key performance measures required by WV.
• Produce reports on recruitment process, gender diversity, performance management, staff turnover, workforce planning and any other key metrics, for P&C and Senior Leadership decision making.
• Oversee the monitoring and timely updating of key P&C business processes tracking tools, and databases, for enhanced operational effectiveness, efficiency and compliance.

• Staff files are kept secure with high confidentiality
• Periodic bulk filing is promptly done
• A quality archiving system for the former staff file is in place
• Staff information, on all platforms and formats, is always up-to-date and accurate.
• An effective data management and analytics system to inform appropriate decision-making.

20%

Recruitment and onboarding support

• Assist in the recruitment process by posting job openings, screening resumes, scheduling interviews, and conducting reference and background checks.
• Maintain a database to track the status of recruitment, onboarding, induction, probation, and confirmation processes on a regular basis.
• Support new hire onboarding, including preparing offer letters, scheduling orientation sessions, and ensuring all necessary paperwork is completed.

• Effective end-to-end recruitment process
• Recruitment tracking is updated on a regular basis
•  All necessary recruitment documentation properly recorded

• New staff are quickly integrated

10%

Benefits Administration:

• Assist employees with inquiries related to benefits, including health insurance and other employee benefits.
• Manage medical insurance cards requisition, distribution and cancellation.
• Maintain a file of staff changes that affect their salaries (new hires, leavers, transfers, promotions, etc.).

• Staff benefits are effectively administered
• Information needed to process the payroll is readily available

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

• Minimum of two years of experience in human resources administration or related role, preferably in an NGO setting.
• Excellent organizational skills with the ability to manage multiple tasks and priorities effectively.
• Strong attention to detail and accuracy in data management.
• Excellent communication and interpersonal skills.
• Ability to maintain effective working relationships with all levels of staff
• Proficiency in the Microsoft Office suite
• Prudence in handling and managing confidential and sensitive information
• Good writing skills

Required Education,

training, license,

registration, and

certification

• Bachelor’s degree in Human Resources, Business Administration, or related field. (If the degree is issued by a foreign institution, an equivalence certificate from the Rwanda Higher Education Council (HEC) will be required.)
•  Relevant trainings

Preferred Knowledge

and Qualifications

• Experience in Human Resource Information Systems (HRIS
• Knowledge of the local labour legislations.