NAME OF THE INSTITUTE : ICRC RWANDA

FONCTION : HR Assistant  

POSITION TITLE: HR Assistant

LOCALISATION : Kigali

WORK UNIT: Human Resources

BUT

The Human Resources Assistant is responsible for managing human resources on the KIG/Rwanda site.

He/she assists the Regional Human Resources Manager in the execution of HR services provided to all employees of the URB regional delegation (Uganda, Rwanda, Burundi) in the development and implementation of ICRC policies in general and of the regional delegation in particular as well as the locally applicable laws and regulations.

PROFESSIONAL RELATIONSHIPS

• Internally, interacts with regional delegation staff
• Externally, interacts with local administrative authorities (tax and social) and external partners.

GENERAL OBLIGATIONS

• Understands and respects the seven Fundamental Principles of the International Red Cross and Red Crescent Movement (Movement).
• Understands and respects the ICRC Code of Conduct.
• Understands the respective roles of the components of the Movement.
• Complies with personnel regulations and safety rules at all times.
• Represents the ICRC and demonstrates professionalism at all times.
• Establishes and maintains a pleasant and supportive working environment with colleagues and supervisors.
• Respects the strictest confidentiality in all his tasks, in the interest of employees and the ICRC.
• May be called upon to perform tasks not mentioned in this job description and provide support to other departments. 

RESPONSIBILITIES

1. Personnel administration management (30%)

• Transmits information on human resources issues to beneficiaries in real time
• Addresses and/or escalates staff grievances within a timely manner in a clear and concise manner
• Provides general administrative support: updating personnel and contract files, processing correspondence, recording and filing, drafting certificates/attestations, etc.)
• Ensures the administrative management of the end of contracts (resignation, expired contract, dismissal, retirement, reduction of staff), the calculations of the balances of all accounts, the declaration and delivery of the corresponding documents 
• Applies standard loan and payday advance procedures
• Manages the absence and leave regime and the monitoring of administrative formalities 
• Ensures the implementation of overtime compensation rules in compliance with related regulations (work on public holidays, weekends, etc.)
• Ensures the management of human resources data and ensures its updating, quality and conservation in the right place, particularly with regard to salaries
• Ensures the monitoring of procedures related to the payment of taxes and local social security 

2. Payroll management (15%)

• Calculates, prepares and ensures that salaries at regional delegation level are paid on time
• Prepares and sends reports to finance and social and fiscal institutions
• Ensures social and tax declaration operations (monthly, quarterly) in accordance with standard procedures;
• Monitoring, in conjunction with the finance department, the settlement of social and tax charges; 
• Prepares and distributes correspondence in the event of changes to salary data 

3. Absence management (15%)

• Processes requests for absences and leave (annual, circumstances, i-Develop and others) and makes the necessary updates in the HR Databases
• Ensures the entry of absences and leave and makes the necessary updates in the HR database
• Produces and regularly communicates the situation of staff leave and absences
• Determines retirement dates and informs the employee’s supervisor. 

4. Start of employment and integration of new employees (15%)

• Prepare all necessary documents for signature by new resident staff before the start of employment (employment contracts, specifications, Internal Regulations and code of conduct)
• Organizes the standard medical examination with the regional Staff Heath Officer
• Creation of a new profile in HRspace with all relevant information (role, grade and reporting relationships, employment, remuneration and other personal information)
• Coordinates with Admin, IT and IM of the site concerned, for the availability of the office, computer equipment and organization of the briefing
• In collaboration with the line manager, defines the objectives for the trial period,
• Organizes HR briefings for employees and resident supervisors
• Generates forms for setting performance management and individual development objectives for departments. 

5. Staff development management (15%)

• Organizes and leads information sessions on staff development (call for applications for institutional training)
• Is the focal point for institutional training at the regional delegation (distribution of invitations, sends applications)  

6. Information management assistance (10%)

• Replaces in the event of absence the Information Officer and/or the cash register manager (backup). 

ADDITIONAL TASKS

• Ensures the administrative management of recruitment (publication of offers, organization of written tests, information of candidates)
• Ensures a good flow of information and communication regarding HR policies and procedures
• Ensures that former employee files are properly filed in the various site archives and sent to GVA in accordance with guidelines
• Prepares, distributes and files all HR correspondence and ensures electronic filing
• Ensures administrative follow-up in the regular renewal of staff badges 

Eligibility Criteria

• 4 to 5 years’ experience as a Human Resources manager (payroll management, personnel administration),
• Minimum university level,
• Mastery of IT tools (Microsoft Office),
• Good oral and written expression of English and French,
• Be under 35 years old
• Female candidates are strongly encouraged
• Deadline for applications: two weeks from publication 

APPLICATION: We invite interested and qualified candidates to apply by following the link provided below and submit an updated CV in PDF format via our email address [email protected]

Date limit: 2 Janvier 2024