Human Resource and Administration Coordinator

Location:Kigali, Rwanda

Closing Date:14 Sep 2021

About the role

The Human Resources and Administration Coordinator will ensure the successful provision of the core support service functions of Human resource, general administration, and property to ensure that the projects key objectives can be delivered successfully.

As the lead HR role, the role will coordinate the day-to-day operations of the human resource and administration functions. These including but not limited to staff administration, recruitment, training and development, compliance, benefits management, compensation, organization development, and general office administration.

Responsibilities:

Resourcing and Development

• Facilitate the provision of a professional resourcing service and ensuring all appropriate contractual documentation, compliance checks, and job descriptions are available to meet the resourcing needs of the project, whether through the engagement of consultants or employees.
• Identifying recruitment needs, implementing processes, and tracking progress of application through to Interview and offer stage in partnership with the line managers
• Coordinate and attend interviews as required by line managers.
• Where required, source employment agencies for recruitment purposes ensuring value for money and service.
• Ensure that Consultant scheduling and resourcing is executed in a timely and effective manner
• Develop and implement comprehensive induction and probationary monitoring processes
• Facilitate training opportunities to meet the business needs

General HR Administration

• Maintain the project HR Database ensuring all staff changes, attendance, and compliance records are updated accordingly.
• Prepare and ensure all contracts of employment are current and relevant. Where appropriate, prepare contract modification notices to ensure continued relevance.
• Support on employee contractual issues ensuring terms and conditions align to business policy and country law
• Ensure organization statutory compliance on HR related issues
• Administer staff benefits, i.e., medical insurance and pension as well as maintain contact with the service providers
• The interface between HR and Finance team to ensure accurate and timely delivery of payroll
• Preparation and analysis of HR Management Information (MI) to support HR metrics and Key Performance Indicators (KPIs) and provide meaningful data for the project.

Employee Relations & Engagement

• Ensure that existing HR policies and procedures are regularly reviewed and updated as appropriate.
• Implement agreed best practice HR policies and procedures in the project ensuring consistency and fairness and ensuring that line managers are provided with timely and accurate advice and guidance on employee relations and current legislation.
• Provide adequate and relevant communication channels for staff thereby ensuring changes to policy, process, and key information are accessible.
• Where appropriate, perform welfare duties particularly for any ex-patriate employees.
• Where appropriate facilitate social opportunities to develop communication and networking opportunities.

Management of Administration Support Services.

• Oversee the effective provision of support services for the project in line with cost-effective guidelines.
• Ensure all property functions adhere to financial and procurement best practice and the standards set for procurement documentation for processing.
• Ensure timely provision of procurement and logistic support for staff.
• Maintain contract renewals register for service agreements, maintenance agreements, lease agreements, hire agreements, etc. Ensure all renewals are reviewed in a timely manner for ongoing effectiveness, value, and need.
• Oversee the daily inspection and review of building-wide facilities, logging issues, and faults with the outsourced service provider or Ed Dev Trust contractors.
• Together with the concerned units develop and update the administration policies and procedures

Programme Management.

• Ensure programme priorities and views of programme and administration staff are represented at the Management level.
• Ensure management team decisions are implemented
• Model the values and vision of Ed Dev Trust.
• Any other reasonable duty as may be assigned that is consistent with the nature of the job and its level of responsibility.

Person Specification:

The role holder will need to possess excellent communication skills as the role requires a considerable level of communication with various stakeholders

Knowledge

Essential:

• Graduate level qualification in a Business Administration or Human Resources Management discipline, master’s degree would be an added advantage
• Professional Qualifications in human resource
• Comprehensive and sound knowledge of Labour Law.
• Demonstrable knowledge of HR policy/process and good practice.
• Significant understanding of effective administration, procurement, commissioning, and evaluation practices with a strong sense of customer service.

Experience

Essential:

• A minimum of 5 years HR and Office Administration at supervisory level.
• Experience in advising managers and employees on a range of HR issues.

Desirable:

• Prior experience of Administration & HR practice within an international organisation and/or the NGO sector.
• Experience of managing teams and effective performance management.
• Experience of using IT and HR information systems

Skills

Essential:

• Strong planning and organisational skills.
• Time management skills.
• Ability to work flexibly and cope with the ambiguity of an organisation going through change/project setup.
• Ability to maintain effective relationships.
• Professional membership with a certified HR body

Education Development Trust and its consortium partners are committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service. Education Development Trust is an Equal Opportunity Employer. Women are encouraged to apply.

About the organisation

Building Learning Foundations (BLF) is a programme funded by the UK government which aims to improve the quality of teaching and leadership in Rwanda’s primary schools. The objective of BLF is to improve English literacy and Mathematics in grades P1-P5, ensuring that children have the required foundational skills to make successful progress through the system. BLF focuses on building the capacity of teachers, enhancing school leadership, strengthening the country’s education system, and improving education for children with special educational needs. This project is delivered by a consortium consisting of Education Development Trust, the consortium lead, VSO, and British Council.