Human Resources & Administrative Coordinator

JOB OPPORTUNITY

Introduction

BRAC International is a leading nonprofit organization with a mission to empower people and communities in situations of poverty, illiteracy, disease, and social injustice. Our approach is grounded in the conviction that people living in vulnerable situations can be agents of change if they are empowered with the tools, skills, and hope they need to change their lives. We design proven, scalable solutions that equip people with the support and confidence they need to achieve their potential. BRAC’s institutional expertise on successfully implemented programmes is applied across 10 countries, touching the lives of over 130 million people, where our models are adapted according to the country’s context.

In 2022, the Mastercard Foundation in partnership with BRAC International (BI) started an initiative that will create positive and measurable impact for 1.2 million adolescent girls and young women and 9.5 million people across seven countries in East and West Africa, including Ghana, Kenya, Liberia, Rwanda, Sierra Leone, Tanzania, and Uganda.

There is mounting urgency to support adolescent girls and young women (AGYW) living in poverty, which has been further amplified by the global pandemic. Through this partnership, scalable economic development approaches will be delivered in communities to foster the agency and voice of AGYW. They will have the opportunity to fulfill their aspirations, achieve sustainable livelihoods, and engage in advocacy issues.

In this regard, BRAC International is seeking applications from competent, dynamic and self-motivated individuals to fill the following position in Rwanda

Position: Human Resources & Administrative Coordinator

Job Location: BRAC Rwanda Country office

Responsible to: HR & Safeguarding Manager

Contract nature: Fixed-term (renewable)

Salary: Commensurate with qualification and experience

Job Summary

The Human Resource Coordinator will provide HR and Administrative Coordinator support to BRAC Rwanda, support in the execution of HR policies, programs, and Admin related activities. The HR and Administrative Coordinator will be responsible for safe custody of fixed and non-fixed assets, office supplies, and related materials procured at the national officer. S/he will ensure that all the properties/ assets at the national office are properly registered as per BRAC International standards. S/he will arrange flights and hotel reservations for meetings and various activity events as needed. S/he will be responsible for the supply of stationery and other fast-moving stock items.

• Key Duties/Responsibilities:

Under the supervision of the Human Resources & Safeguarding Manager the post holder will:

Key Result #1 – Ensure execution of HR policies, procedures and programs

• Advise/ guide field management regarding the execution of HR policies and the interpretation of rules, staffing and related personnel
• Supervise a team of administration staff, allocate tasks, monitor quality and progress of activities, provide coaching and feedback to team members, including regular performance reviews.
• Seek to understand national laws related to employment, taxation and other issues related to human resource management and actively support BRAC policies alignment to these laws
• Assist the Human Resource and Safeguarding Manager in training of staff on safeguarding matters, HR polices & compliance and reporting,
• Responsible for the monitoring and tracking of staff trainings to include BRAC International Trainings for new staff as well as refresher trainings for ongoing
• Support the HR Manager and Heads of Department in identifying learning priorities and staff development initiatives

Key result #2 – Manage the recruitment and onboarding process

• Coordinate – in liaison with the HR+SGM – the recruitment process from A to Z, from formulating job advertisements with clearly stated Job description, arranging interviews, documenting interview results, reference checks and drafting job offers
• m and affirm that due process has been followed in every Employee Resourcing
• Ensure that advertised vacancies have been longlisted/ shortlisted and the list forwarded to the HR& SG
• Ascertain accuracy and completeness of the staff information and records: National ID/ Passport, Advert, Job description, Recruitment sheets, CV’s etc
• Support the staff onboarding and orientation processes
• Prepare contracts and all other statutory documents for newly hired staff, temporary staff and

Key Result #3– Payroll and HR records

• Manage archiving of HR records of all separating staff and maintain a register for the same by facilitating effective staff clearance, documentation and release from the
• Effective management of the Human Resource Information system by ensuring all staff are added in the system, update the attendance records in the system, and leave is managed through the system.
• Responsible for the E-Filing of HR documents to include and not limited to staff files, recruitment documents,
• Maintaining staff leave schedules for all field offices and submitting the same to the HR &SGM monthly.
• Responsible for monitoring expiry dates and maintaining schedules for contract expiry dates and probation period expiry dates and take the necessary actions regarding continuing, renewing or terminating contracts under the supervision of HR &Safeguarding manager
• Ensure that personnel files are maintained and contain relevant and up to date staff information and are kept in a secure lockable cabinet
• Under the supervision of HR & Safeguarding Manager, responsible for timely processing of the monthly staff payroll in compliance with statutory deduction
• Ensure high level of confidentiality regarding personnel data and ensure that all employee information is kept up to date, is complete and held in a secure place
• Responsible for compiling the leave reports including maternity, sickness, annual and paternity as well as build the capacity of staff on the various leaves provided in the HR Policy and Procedures (HRPP)and labor laws.

 Key result # 4- Managing medical / insurance schemes/staff care/ staff development

• Coordinate the process of renewals of and changes in medical/Insurance schemes for all staff, including the provision of information to staff.
• Enroll joining staff into the medical scheme, including various insurance covers.
• Coordinate and actively suggest staff care activities for national staff
• Take lead in implementation of staff development plan by maintaining follow ups on staff to take training courses identified during the fiscal year

Key result # 5– Executing and monitor administrative activities

1. Establish and run the BRAC-Rwanda National Office, ensure visitors are well received and directed to the appropriate persons, answer telephone calls and take

2. Process work permits and other immigration documents for expatriates.
3. Process invitation letters for visitors and advise them on visa regimes
4. Supervise general administrative duties e.g. office cleanliness, mails, office supplies, etc,..
5. Handle all administrative issues in the absence of HR &Safeguarding Manager
6. Maintain an up to date record of leave balances using the human resource software
7. In liaison with the Procurement and Logistics + Finance departments ensure timely payment of bills of all leased property, utilities, telephones, courier services, taxis, casual labors
8. Coordinate requisition and oversee maintenance of adequate supply of all stationery and other office
9. Establish and maintain area program offices asset register and monitor servicing of office machines, then report to the supervisor if servicing or repair is
10. Ensure that office and office equipment are clean, and that staff are provided with refreshments

Provide administrative support and any other duties as called upon

• Safeguarding Responsibilities
• Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation.
• Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action
• Follow the safeguarding reporting procedure in case any reportable incident takes place and encourage others to do the same

Requirements/Person Specifications

• Bachelor’s Degree (B. A.) in Human Resource Management or a related field
• At least three years of working experience in HR within an NGO.
• The successful Human Resource and Administration Coordinator will combine exceptional people skills, self- motivation, capacity to multi task and work under
• S/he will have an outstanding ability to quickly learn on the job, contribute to developing policies for BRAC International
• S/he will also have proven experience with cross-cultural team and capacity building, individual staff development and strong mentoring The successful candidate will be able to provide oversight across the country portfolio.
• Demonstrated relevant technical skills in analyzing and interpreting quantitative and qualitative data and packaging the
• Extensive knowledge of HR procedures, Safeguarding including best practices, guidelines, and tools for people
• Ability to work well in a team and train
• Proficiency in Microsoft Office programs, e., Excel, Word, PowerPoint, etc., and the ability to use various commercially available HR management tools.
• Fluency in written and spoken English and
• Ability to write well organized reports and other official correspondences
• Ability to perform and prioritize multiple tasks;
• Willing to be able to travel within the working areas as
• High degree of professionalism and ability to deal sensitively with confidential material;

Strong interpersonal (verbal and written) communication skills

Safeguarding Policy:

BRAC is committed to safeguarding children, young people and vulnerable adults, and expects all employees and volunteers to share the same commitment. We believe every stakeholder and every member of the communities we work with has the right to be protected from all forms of harm, abuse, neglect, harassment, and exploitation – regardless of age, race, religion, and gender, status as an individual with a disability or ethnic origin. BRAC holds a zero-tolerance policy against sexual exploitation, discrimination, exploitation, abuse and harassment. Violations to stated policies will be subject to corrective action up to and including termination of contract.

If you feel you are the right match for the above-mentioned position, please follow the application instructions accordingly:

Candidates need to send a signed Cover letter in PDF format indicating the title of the position applied for, an updated CV mentioning educational grades, years of experience, and notarized copies of academic qualifications. All those documents should be sent through email: bracrwandarecruitment@gmail.com,Application deadline is 31^st July 2024

Please note that only shortlisted candidates will be called for interview.