Human Resources Officer

Location: Kigali, Rwanda

Application closing: 27 January 2023

Reports To: Regional Human Resources Manager, Eastern Africa & Great Lakes

Unit: Global Operations Unit

Duty Station: Kigali, Rwanda

Grade: L4S1

Background 

Interpeace is an international organization for peacebuilding that supports locally led peacebuilding initiatives around the world. Interpeace tailors its approach to each society and ensures that the work is locally driven. Together with local partners and local teams, Interpeace jointly develops peacebuilding programmes and helps establish processes of change that connect local communities, civil society, government and the international community.

As a strategic partner of the United Nations, Interpeace is headquartered in Geneva, Switzerland and has offices around the world.

For more information about Interpeace, please visit www.interpeace.org

Position within the Organization

The HR Officer is a member of the Global Operations Unit which encompasses Finance, IT, Administration, Legal, Internal Audit and HR. The Global Operations Unit is led from the Headquarters office in Geneva, although team members are based in different locations around the world including in Bosnia, Côte d’Ivoire, Guatemala, Kenya, Switzerland, Tunisia, Rwanda, etc.

Under supervision from the Regional HR Manager, the HR Officer maintains an efficient and effective human resources function at the designated region. S/he works closely with finance, administration and programme teams to create a more efficient and effective human resources function for an agile, responsive, and high performance Interpeace.

Purpose and General Overview 

The HR Officer will be part of team that implements talent management and development interventions, key HR initiatives and the HR strategy to ensure that the frameworks are appropriate for and relevant in Rwanda programme, and overall Interpeace organizational objectives.

The HR Officer will also support the HR Administration across the full HR spectrum, employment cycle management and ensure full compliance of human resources processes, procedures, rules, regulations, policies and strategies in accordance with Interpeace’s internal policies aligned to local regulations.

The HR Officer gathers HR information, exchanges and consults with all colleagues stationed in offices across the region/country for enhanced, relevant and contextualized human resources management. S/he provides professional advice and counsel to colleagues in Rwanda Programme regarding HR best practice under the guidance of Regiona HR Manager. The HR Officer retains a primary focus on diversity and gender equality and ensures these are reflected and promoted in all aspects of the work.

Duties and responsibilities 

Specific Duties 

1. Recruitment 

• Ensure the implementation of the institutional recruitment frameworks, methodologies, workflows and policies that attract and secure high-performance talent in the Rwanda Programme.
• Coordinates the recruitment of Rwanda-based positions, and participates in interviewing processes
• Develop strong cooperation with hiring managers to understand their strategic staffing needs and fill vacancies in a timely manner with high caliber candidates.

2. Contracting and HR Administration 

• Drafts staff contracts in discussion with hiring managers and Regional HR Manager. This includes monitoring consultant fees for fair and coherent practices as per the established institutional workflows and processes.
• Maintains complete personnel files for employees in Rwanda staff and manages employee records.
• Coordinates and maintains an updated leave plan for Rwanda staff
• Maintains the HR online platform (Natural HR up to date) for all employees in Rwanda programme.
• Manages the procurement of staff insurance as needed while adhering to the organization’s policies and procedures and is responsible for administering these appropriately.
• Ensures that accurate payroll is prepared, and statutory payroll deductions are remitted to revenue office.
• Collaborate and cooperate with the Finance team providing accurate and timely information for payroll and ensure tax compliance with government authorities.

3. Management of employee work cycle: 

• Serves as focal point for all personnel related issues for Rwanda programme
• Coordinates successful employee onboarding and set up for the programme, ensuring the timely provision of services to create the best possible experience for new starters
• Together with Regional HR Manager, manage specific issues of conflict or grievances related to HR organizational policy and procedure.
• Coordinate with Regional HR Manager, ECA and other internal stakeholders and managers, employee separations including disciplinary processes, terminations and exit interviews. Ensures that all required paperwork is completed including relevant letters, PAF forms, End of Service form, carry out Exit Reflection Interviews, Employee certificates, insurance notifications, and notification to relevant authorities.
• Oversees duty of care, employee wellbeing and the implementation of safety and security policies in Rwanda programme.

4. Performance management and staff development 

• Support with the coordination of the performance management processes including performance planning, preparing performance documentation, coordinating meetings and providing guidance and support as needed
• Monitors the completion of the performance management framework and reports on progress to Regional HR Manager.
• Supports the Global Learning and Development Officer with collecting staff development needs and supports the implementation of staff development initiatives and policy that optimize performance, strengthen transformational leadership, change management and innovation, as well as continuous improvement of capabilities.

5. Compensation and Grading 

• Implements the institutional frameworks and policies in Rwanda programme that facilitate fair, consistent, and coherent salary levels and job grading.

6. Job description 

• Provide input and ensure all Job descriptions are up to date and accurate.

Other

• Continuously monitors and stays up to date with the latest legislative and employment regulations in Rwanda, informing Regional HR Manager on any misalignment with legislative compliance and ensuring that HR practices and policies are aligned with local regulations.
• Collects HR information from the region and provides recommendations to Regional HR Manager to address shortfalls and maintain what’s working well.
• Recommends to Regional HR Manager any HR process enhancements, improvements in policies and procedures and any other innovation changes that would optimize HR management at Interpeace.
• Ensures that Interpeace’s values are integrated into the organization’s way of working, are embraced and communicated to all.
• Complies with and champions all workplace health and safety policy and procedures while taking reasonable care at work to ensure safety. Any hazards observed should be reported to the line manager and HR Manager ECA

Scope and impact 

• Responsibilities and objectives are assigned with some latitude for administrative decision-making using defined guidelines from the direct manager, the HR strategy, policy, signed/agreed documentation and administrative directives. Unusual problems are discussed with supervisor for clarification, conclusion or escalation.
• Informs and interprets HR policy and practice for validation
• Provides functional advice and HR guidance to Rwanda staff, with some control responsibilities for maintaining standards
• Work conducted by the HR Officer impacts all employees in Rwanda programme and overall institutional policies, processes and practices related to Human Resource

Planning & Implementation 

• Informs and supports the design and planning of the HR strategy
• Responsible for achieving HR deliverables in line with operation plans and budget requirements and maintains and implements HR procedures in accordance with the policy
• In conjunction with stakeholders, conduct risk assessments and escalate in accordance with risk framework
• Executes institutional streamlined processes, practices, programmes and working methods to effectively attract, develop and retain a high performance and diverse workforce in Rwanda programme
• • Provides regular updates to ensure that HR and employment policies in Rwanda are in line with local regulations and the strategic direction of the organization.

Qualifications: Education 

• First level University degree in Human Resources, psychology or organizational psychology or equivalent experience in a human resources role

Experience 

• Minimum of 4 years of experience in a human resources management role.
• Minimum 2 years of experience providing advice and support across all levels of an organization
• Experience in full spectrum of employment cycle recruiting and facilitating the onboarding of staff
• Experience in development and implementation of HR strategy, processes, procedures and best practices.
• Experience formulating HR procedures and ensuring staff understanding and engagement.

Competencies 

• Understanding of the Labor regulations that guide employer/employee relationship.
• Good understanding of and ability to apply human resource management theories and principles
• Basic understanding of the latest developments and trends in HR.
• Excellent communication and stakeholder engagement skills and attention to detail.
• Collaboration with operation and programme teams would be essential.
• Ability to work autonomously with high attention to detail across all areas of human resources in a high-volume, fast-paced environment and support the team.
• Personable and professional approach, able to deal with confidentiality and be technologically savvy.
• Strong written and oral communication skills in English and Kinyarwanda languages would be an asset.

Interpeace Competencies

• Collaboration and Weaving
• Communication
• Drive for results
• Adaptability and Continuous Learning
• Respect for Diversity

Other assets 

• Professional in Human Resources (PHR) certification and/or other HR certificate
• Experience with non-profit or international organizations
• Sound knowledge of gender equality challenges as they relate to the work environment and employment

Success Factors 

• Has a broad HR background and understanding
• Identifies with and is committed to Interpeace’s core values and working principles
• Commitment to inclusiveness
• An innovative, critical thinker with extensive problem-solving skills