Vacancy Announcement – HR and Administration Officer
Services Company Outgrowers Nyaruguru (North) Ltd. is seeking to recruit a qualified, detail oriented, dynamic, and self-motivated individual to take up the role of HR and Administration Officer. Reporting to the General Manager, the role shall have the following key responsibilities:
Role Purpose:
The role supports both Services Company Outgrowers Nyaruguru (North) and Services Company Outgrowers Nyaruguru (South) on all human resources and administration matters.
Key Responsibilities:
Human Resources
- Recruitment: Coordinate all the processes in the recruitment life cycle including advertising, shortlisting, interviewing, pre-employment checks, drafting of employment contracts, onboarding, and keeping track of probation timelines.
- Employee Records Management: Open, maintain and manage all employee files ensuring they are timely and accurately updated e.g. employee personal details, leave records, , performance, change in terms etc. Assist the General manager in managing the leave schedules and review the daily attendance register for all non-management employees including seasonal employees.
- Compensation and Benefits: Provide accurate payroll inputs to the Finance team to enable the timely processing of the monthly payroll. Provide any required information on the company medical insurance scheme to the Finance team or the insurance brokers. Participate in the annual budgeting process by providing finance with the relevant HR inputs.
- HR Support: Advice and provide guidance to line managers on all HR Matters including grievance handling procedures to ensure that disciplinary issues in the respective areas are resolved amicably and in a timely manner. This includes drafting any corresponding letters e.g. show causes and warning letters.
- Performance Management: Assist the line managers in handling performance management including the review of set KPIs, reviewing received performance appraisals, putting in place performance improvement plans where required and issuance of performance review letters.
- Staff Development and Engagement: In liaison with the line managers, develop training needs analysis documents and follow up on any identified training plans. Conduct HR surveys such as employee engagement/satisfaction surveys to gauge engagement and satisfaction levels.
- Company Policies: Facilitate the implementation of company policies and procedures, advise, and communicate any changes or updates through conducting regular staff awareness sessions with key focus on HR and Health & Safety Policies.
- Health and Safety: Support various investigations on detected and reported breaches of safety and security incidents. Assist the General Manager in ensuring adherence and compliance to relevant Health and Safety policies.
- Offboarding: Handling all off boarding processes including preparation of acceptance letters, conducting exit interviews (where applicable), preparation of final dues for review by finance and ensuring all document clearance forms are completed.
- HR Initiatives: Liaise with the Regional Head of HR on HR initiatives.
Administration
- Receive and guide farmers and visitors.
- Receive and assign internal or external correspondence to responsible staff for action and where required assist in preparing correspondence and closure of the same.
- Closely liaise with internal & external stakeholders.
- Ensure critical company records /data /information are kept properly.
- Assist the finance team in ensuring company assets are tagged and kept in good serviceable conditions with quarterly checks. Liaise with the relevant staff/providers to ensure repair of company items is done in a timely manner.
- Support and coordinate logistics for all high-profile visits, events, and functions as may be required from time to time.
- Effectively manage third party security service provision companies in terms of fit for purpose performance and adherence/compliance with agreed service levels agreements (SLA)
- Liaise with and develop relationships with various Law Enforcement & Emergency Services in the event of a security incident/emergency (i.e., fire, medical, mechanical breakdown) and to ensure timely reaction to incidents.
- Perform any other duties as may be assigned from time to time.
Qualifications, Skills and Competencies.
- A minimum of a Higher National Diploma in Human Resources Management.
- At least 2 years’ experience in a similar post.
- Good knowledge of the relevant employment labour laws and regulations.
- Ability to manage sensitive and confidential situations with tact, professionalism.
- Fluency in both English and Kinyarwanda is preferred.
- Excellent organizational skills and attention to detail.
- Strong interpersonal and relationship building skills.
- Excellent verbal and written communication skills.
- Ability to work in a rural setting and under minimal supervision.
- Good working knowledge of MS Office.
Job Application procedure
All interested and qualified candidates are invited to send their applications with a cover letter, Curriculum Vitae, copies of their academic and professional certificates all combined no later than 2nd April 2024 via the apply button below. Only shortlisted candidates will be contacted.
