TERMS OF REFERENCE

ADMINISTRATION AND HUMAN RESOURCE OFFICER

Where the context allows, words importing the singular should include the plural and vice-versa, and words importing the masculine include the feminine and vice-versa.

1. BACKGROUND

Initiatives for Peace and Human Rights (iPeace) is a non-profit organization that works for sustainable peace in the Great Lakes region through human rights and good governance education. iPeace is legally registered and operational in Rwanda, DRC, and Burundi with a mission to equip communities and individuals with knowledge and skills to build a global culture of peace. The organization’s vision is to see the Great Lakes Region become a place where community members and leaders work together by holding each other accountable in upholding human rights values and principles of good governance.

iPeace is looking for a qualified person to fill the position of Administration and Human Resource Officer.

2. SCOPE OF WORK

The Administration and Human Resources Officer is responsible for the management of human resource function for iPeace. S/He is responsible for ensuring compliance to iPeace and donor human resource policies, rules, regulations and systems in a timely, responsible, documented, accurate and confidential manner.

3. RESPONSIBILITIES

Recruitment, Retention & Redundancy

• Lead in the recruitment and selection process ensuring compliance to iPeace recruitment procedures and best practices, while maintaining high level of integrity and professionalism:
• Preparing advertisements for placement in relevant media;
• Assist in Long listing process as requested;
• Ensure all recruitment logistics such as scheduling interviews, preparation of appropriate interview documents and liaising with candidates
• Participate on some interview panel as requested;
• Conduct reference checks for selected candidates and Inform job applicants on status of their application;
• Prepare contracts for new staffs and ensure submission of required employment documents for new staff.
• Maintain full documentation of recruitment processes.
• Maintain tracking system of recruitment processes and update on weekly basis.
• Ensures in-coming staff have accurate job descriptions and contracts, receive comprehensive, well documented and Orientation Session;
• Ensures that probation objectives and reviews are carried out in a timely manner and that managers are tasked to act on arising concerns.
• Ensures that out-going staff have a timely, comprehensive, well documented and archived exit process

Personnel Administration

• Maintain thorough knowledge of iPeace HR policies and assist in ensuring employee adherence;
• Responsible for ensuring comprehensive and easily retrievable confidential archiving of all HR documents including past and present employees, recruitments, terminations, exits, complaint processes and other relevant documents/information.
• Monitor expiry of staff contracts and advise the organization management on timely basis;
• Create, update and maintain staff profiles on MIS/Odoo on a monthly basis;
• Plan, organize, manage and follow up employees’ leave, and ensure that necessary documentation is filed.
• Produce monthly, quarterly, and annually report on human resource management highlighting achievements, challenges, and lessons learnt to improve the organization’s HR experience

Salary & benefits administration 

• Collate changes, process payroll and submit to finance by the 18th of each month;
• Day to day administration of the insurance benefits and advice on any issues arising.
• Participate in committees reviewing benefits as requested
• Ensure the maintenance of proper staff documentation and timely preparation of the payroll
• Ensure all employee benefits including base pays, allowances and benefits are paid in accordance to the organization policy

Performance Management:

• Ensures that managers are adhering to iPeace’s performance management policies and practices in a fair, timely, well documented and archived manner;
• As needed reports issues regarding the actualization of performance management with his/her supervisor and other relevant senior managers;
• Provides solutions that improve iPeace’s ability to actualize the performance management system.
• Monitor probation reviews; ensure objectives are set for new employees and probation reviews are completed on timely basis.
• Ensure that the performance and Development process is documented in the system for all employees
• Provides technical support and advice on performance management; trains managers on performance management.

Compliance

• Ensures HR systems are in compliance with internal, donor and national rules and regulations; trains staff in relevant HR policies, rules and regulations; carryout field compliance audits and training visits
• Acts as the focal point for the preparation, execution and follow-up for iPeace audits and audits from partners, as pertains to HR
• Responsible for tracking and reporting on the Results Contract and API for HR & Administration

Others

• Contribute to the review of policies and procedures;
• Lead in processing of work permits for international staff ensuring all international staff has proper work documentation. Keep track of expiry dates and advise on renewals on timely basis.
• Coordinating with other departments to process support for HR requirements

4. QUALIFICATIONS AND SKILLS REQUIRED

Qualifications and experience below are required from any candidate:

• Bachelor’s Degree in Human Resources, Business Administration or any other related fields
• At least 2 years’ experience in general human resource management in a similar role with a growing Non-governmental Organization is an advantage
• Knowledge of Rwandan context, labour laws and legal issues is an advantage.
• Experience using computer-based HR Management systems and Payroll Systems, and proficiency in computers particularly spreadsheets and word processing.
• Strong interpersonal skills and ability to communicate clearly.
• Positive attitude and service oriented. High level of personal initiative and ability to work with minimum supervision.
• Ability to creatively solve problems, juggle multiple priorities within tight deadlines, and calmly and diplomatically deal with unexpected and sudden events that could impact business;
• Awareness and ability to form and facilitate dialogue between a diverse group of people with diverse skills and working styles;
• Able to forge effective working relationships at all levels
• An excellent communication skill in English is required.
• Good command of Kinyarwanda and French will be an asset