Talent and Administration Manager at Water For People-: (Deadline 5 July 2024)

Job Title: Talent and Administration Manager

Base Salary Range: Rwf 17,265,842 – Rwf 36,229,312

Department: Talent and Administration

Reports to: Country Director

Supervisor Duties: Office Administrator and Procurement Officer

Location: Water For People in Rwanda Office

Water For People is an international non-governmental organization (NGO) that works with people and partners to develop innovative and long-lasting solutions to the water, sanitation, and hygiene problems globally. The organization strives to continually improve, experiment with promising new ideas, and leverage resources to multiply its impact.

POSITION OBJECTIVE

The main purpose of the Talent and Administration Manager position is to provide an effective and efficient HR function at Water For People in Rwanda by creating a positive working environment and developing a competent workforce through building partnerships with line managers and ensuring organizational compliance in line with the organization’s culture and values.

JOB SUMMARY

The Talent and Administration Manager will lead, direct and manage the day-to-day Human Resources and Administrative activities for the Rwanda Country office. They will be primarily responsible for the execution of HR processes related to recruitment, selection and retention, onboarding, performance management, compliance, compensation, benefits, training and development, and oversee administrative functions. This position will give strategic people-focused guidance to the Country Director and will be the key liaison with the Global Talent Team.

JOB DUTIES AND RESPONSIBILITIES

ORGANIZATIONAL DESIGN AND TALENT MANAGEMENT

• Lead and advise on the maintenance and updating of organizational structure and employees’ job descriptions.
• Coordinate job evaluation process and workforce planning.
• Manage the implementation of talent management and succession planning
• Support Country Director and other Managers in the process of workforce planning and facilitate conversations to ensure alignment.
• Lead and facilitate job analysis.
• Advise Country Director on appropriate staffing levels and assist in budget preparation.

POLICIES, PROCEDURES AND RECORD KEEPING

• Develop and manage employment contracts and contract renewals ensuring compliance with legal standards.
• Navigate staff termination processes efficiently ensuring compliance with legal standards.
• Seek opportunities to update and enhance HR policies, processes, and procedures to effect continual improvements in the organization.
• Promote understanding and adherence to Water For People’s policies and procedures among the team.
• Review the Employee Guide at least once per year and recommend amendments needed due to changes in local conditions, labor laws and organization policy.
• Manage time and attendance for office, ensuring timely submission, approval, accuracy, and filing.
• Ensure legal compliance by monitoring and implementing applicable labor laws, policies, and procedures, suggesting new policies where appropriate.
• Manage and ensure the implementation and compliance of safeguarding policies to protect all employees and beneficiaries.
• Act as a key point of contact for reporting, responding to, and addressing safeguarding concerns with confidentiality and sensitivity.
• In collaboration with Finance team ensure that all HR documents (Payroll and personnel files) are ready to be audited.

RECRUITMENT, ONBOARDING AND RETENTION

• Develop, oversee and update the recruitment, onboarding and retention processes.
• Create or review job advertisements, screen CVs, conduct telephone screenings, coordinate interview team, participate in interview panel and ensure that documentation is collected and recorded as required.
• Manage new hire orientation and onboarding activities including the 90-day review process in collaboration with line managers
• Maintain rigorous vetting processes during recruitment.

COMPENSATION AND BENEFITS

• In collaboration with regional and Global Talent Team assess and ensure fairness and consistency in the compensation and benefits processes.
• Handle monthly payroll preparations in conjunction with Finance Manager ensuring precision and attention to detail.
• Lead and manage the procurement process and renewal of contracts, for health / medical insurance and group life insurance contracts, addressing any issues that may arise.
• Lead a regular assessment of the vendor to ensure high levels of performance and survey team members to ensure effective service delivery and provide recommendations for improvement if needed
• Review employee final payments for accuracy and compliance with labor laws.

ADMINISTRATION

• Ensure smooth running of all administrative functions in the country office.
• Manage office administration team members
• Supervise all travel and hotel arrangements for staff and visitors, including visas and work permits as applicable.
• Ad hoc administration requirements within Water For People in Rwanda.

TRAINING AND DEVELOPMENT AND PERFORMANCE

• Evaluate the need for employee training and development, make recommendations and coordinate the delivery of training offerings

• Liaise with Managers on employees’ training needs analysis and facilitate the training of employees in collaboration with line managers.
• Cultivate a culture of individual development and organizational development within the Rwanda team.
• Coach Managers and project coordinators to identify employee learning and career aspirations and agree on effective development plans.

• Coordinate and facilitate adherence to performance management process ensuring education and awareness around the process, record keeping, and reporting.

EMPLOYEE RELATIONS

• Work with senior management to resolve employee relations issues pragmatically.
• Investigate employee relations issues and log appropriately into the Navex system.
• Work to ensure human resources related decisions are consistent and fair.

HUMAN RESOURCES INFORMATION SYSTEMS (HRIS)

• Manage any HR changes and payroll data in collaboration with finance, regional and the global Talent Team
• Ensure that all HR documents and data are entered accurately in the HRIS.
• Ensure the Wate For People in Rwanda HR Teams folder is updated and maintained with current data, new forms and relevant information.

TALENT WELLNESS AND ENGAGEMENT

• Coordinate and facilitate wellness initiatives.
• Plan and execute all team member engagement and social events for the country office as well as engagement sessions when needed
• Drive engagement surveys and support the facilitation of action plans

JUSTICE EQUITY DIVERSITY AND INCLUSION (JEDI)

• Give accurate and appropriate advice, training, and support to managers to recognize, respect, and enable Justice, Equity, Diversity, and Inclusion.
• Implement JEDI initiatives in the Rwanda Country Program office in collaboration with existing structures, including transformation committees, to create a positive work environment.
• Optimize the ability to work together, maximize organizational results, and strengthen the quality of services provided globally to make Water For People a great place to work.
• Participate on the Transformation Committee as an active and supportive member

SAFETY & SECURITY

• Implement effective security processes and behaviors.
• Serve as the point of contact for Safety and Security within the Country Program.
• Ensure policies and guidelines for organizational security and safety are enforced and integrated into business operations.
• Hold direct accountability for the duty of care for in-country visitors.

Duties for this position should not be considered definitive. Duties may be added or modified in consultation with the incumbent as necessary. This Job description will be reviewed regularly.

COMPETENCIES:

• Connects to the Mission – Embraces the mission of Water For People and is passionate about advancing the dynamic role it plays leading social impact in international development.
• Demonstrates Ethics and Integrity – Understands ethical behavior and business practices and ensures that own behavior is consistent with these standards and aligns with the values of the organization.
• Manages through Ambiguity – Demonstrates flexibility and adaptability in responding to change and ambiguity.
• Demonstrates Cultural Awareness – Able to engage a wide range of stakeholders from a variety of backgrounds and cultures.
• Action-oriented – Maintains an attitude of open, curious, and proactive learning, continually expanding own area of understanding and expertise.
• Connects with Others – Listens and fosters open communication through questioning, dialogue, and information sharing.
• Self-confident – Demonstrates humility, mature confidence, and courage to innovate, risk, and lead in own role.

REQUIRED QUALIFICATIONS AND SKILLS

Level of Education/Academic Qualification

• Master’s degree in human resources is a must.
• Bachelor s degree in related discipline, preferably specialization in Human Resource.
• Professional Certification in Human Resources or any equivalent certification is an added advantage.

Relevant Work Experience

• Minimum of 8 years’ experience in the field of human resources and administration required.
• Minimum of 5 years working as a manager of people with International NGOs required.
• Highly proficient in English and Kinyarwanda required.
• Knowledge of Rwandan labor laws and regulations required.
• Experience working with an international organization of not less than 30 staff highly preferred.
• Knowledge of and working experience with HRIS systems/software(s) highly preferred.
• Experience working with USAID funding projects is an added advantage.
• Fluency in French is an added advantage.

Other Competencies/Abilities/Skills Required

• Must be familiar with Rwanda country specific laws and regulations governing Human Resources.
• Proficient in MS Office, including Word, Excel and Outlook.
• Strong recruiting capacities and demonstrated ability to improve talent acquisition strategies.
• Strong training and leadership skills; demonstrated ability to supervise staff.
• Budget management experience.

• Team player with a keen and demonstrated interest in team building and coaching.
• A willingness to learn and develop skills and abilities and support a learning environment.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

• This position is based at the Water For People in Kigali office.
• Trips within and outside Rwanda may be requested from time to time.
• Flexibility to work outside regular business hours to meet with team members/partners in other time zones.

IV SALARY RANGE:

Rwanda’s expected annual gross salary range is RWF Rwf 17,265,842 – Rwf 25,799,403

The actual salary will be determined based on experience and other job-related factors.

V BENEFITS

Benefits are one of the ways we encourage healthy living for you and your family. Our generous package includes medical and life insurance, annual leave allocation equal to one month of salary, and other benefits in accordance with the Rwanda labor law.

VI HOW TO APPLY:

If you are both qualified and Water For People interests you, please visit our Career Center and apply with a cover letter to the Country Director- Water For People in Rwanda, along with a curriculum vitae (resume), academic certificates including Master’s degree (this is required), in addition, other relevant academic/ professional work experience certificates. Please also attach your Identification Card (ID)/ passport. Applications will be evaluated on a rolling basis; please apply before July 5, 2024, 5:00 pm, Rwanda time.

ADDITIONAL INFORMATION

Water For People is committed to protecting children encountered during our work and by our employees, preventing sexual abuse and exploitation of all individuals with a particular focus on women and children and other marginalized communities in the performance of our work, preventing human trafficking in the performance of our work and in our supply chain and to having a drug-free workplace. During the recruitment processes, additional documentation will be requested to comply with our policies and in accordance with the legal requirements in your country of residency, this includes a background check. If you apply for employment, we want you to be aware of our recruitment, selection, and hiring processes including important policies regarding employee conduct.

Water For People is an equal opportunity employer who is committed to creating a culture of justice, equity, diversity, and inclusion in our workplace. Water for People strives to create and maintain a level of diversity that reflects the communities we serve. Achieving this—regardless of race, ethnicity, ancestry, tribal affiliation, age, gender, sexual orientation, gender identity, religion, veteran status, disability, socioeconomic class, educational attainment, Parental status, genetic information, political affiliation or other social identities is critical to our ability to have a world where every person has access to reliable and safe water and sanitation services.

Our commitment ensures that we:  

• Have a different array of thinking that comes from diverse backgrounds and cultures, enabling us to solve some of the world’s greatest challenges.
• Strive for a culture of inclusion and belonging by treating each other with dignity, respect, and appreciation enabling us to feel welcome, supported, and valued.
• Effectively connect, communicate, and build long-lasting relationships with stakeholders within our diverse communities.
• Have a diversity of thought, perspectives, backgrounds, identities, and talents that will support our mission to develop high-quality drinking water and sanitation services that are available to Everyone Forever.

Done at kigali on June 20, 2024

Eugene DUSINGIZUMUREMYI

Country Director