PEOPLE, CULTURE & ADMINISTRATION OFFICER – KIGALI, RWANDA

ABOUT USPractical Action

We are an international development organisation putting ingenious ideas to work so people in poverty can change their world.

We help people find solutions to some of the world’s toughest problems. Challenges made worse by catastrophic climate change and persistent gender inequality. We work with communities to develop ingenious, lasting and locally owned solutions for agriculture, water and waste management, climate resilience, and clean energy. And we share what works with others, so answers that start small can grow big.

We are a global change-making group. The group consists of a UK registered charity with community projects in Africa, Asia, and Latin America, an independent development publishing company and a technical consulting service. We combine these specialisms to multiply our impact and help shape a world that works better for everyone.

OUR AIMS

We help people find solutions to some of the world’s toughest problems, made worse by catastrophic climate change and persistent gender inequality. Our aims are to:

• Make agriculture work better for smallholder farmers, many of them women, so they can adapt to climate change and achieve a good standard of living
• Help more people harness the transformational effects of clean affordable energy and reduce avoidable deaths caused by smoke from indoor stoves and
• Make cities in poorer countries cleaner, healthier places to live and
• Build disaster resilience into the lives of people threatened by hazards – reducing the risk of hazards and minimizing their impact on lives and

PRACTICAL ACTION IN EAST AFRICA

In East Africa, Practical Action has a long history of addressing systemic barriers that prevent people from accessing energy that transforms their lives, helping communities and government make cities healthier and safer, making agriculture and markets work better for small holder farmers and supporting communities and government to become more resilient.

We use a mix of programming with communities and consultancy services with shapers of policy and practice to achieve our aims in Kenya, Rwanda, Uganda, and Tanzania.

Practical Action

ABOUT THE ROLE

This post is for a People, Culture (P&C) & Administration Officer based in Rwanda with remote support to Senegal office. The post holder will provide quality administrative and human resources services to the Rwanda and Senegal offices on cost share basis with around 80% of the time focusing on people, culture and administration activities for Rwanda. The services will include but not limited to people and culture matters, payroll, learning and development, reward, and resourcing. The post holder will act as the first point of contact for people and culture queries, signposting appropriately and working collaboratively and cohesively across the local teams and globally.

The post will lead people and culture activities for both Rwanda and Senegal offices (around 10 employees each) as such will occasionally be required lead on P&C projects and activities in line with the global P&C plan and as such, will be required to maintain a close working relationship with the Global People & Culture Manager in UK to ensure a successful roll out of global activities. This may include implementing global policies, systems, learning packages, ways of working among others.

The holder of the position will work under the direct supervision Rwanda Country Manager and matrix managed by Regional Director, West Africa. The technical support will be provided by the Head of People, Culture and Administration East Africa.

SCOPE

ACCOUNTABILITIES

 Delivering Quality

• Collaborate with recruiting managers to co-ordinate an effective, transparent, and quality recruitment process including drafting job descriptions, creating and posting job adverts, shortlisting suitable candidates with a focus on creating a positive candidate
• Manage the process of staff appointments, which includes preparing offer letters, contracts of employment, collecting references and any other document for new
• Ensure that new and transitioning employees are provided with an inspiriting, supporting, and effective induction programme and exit procedures,

Support in the development of essential P&C documents. This will involve implementing any legally required policies, and ensuring contracts of employment are up-to-date.

• Update of P&C policies and procedures in line with changes in the regulatory and labour environment and organisational requirements of the respective country
• Ensure that all employment practices, compensation, employee benefits, and human resources activities are within established standards, procedures, guidelines, and policies of Practical
• Oversee the pay and benefit structure; conduct benchmarking, review salary, and grading structure.
• Coordinate the quarterly performance management process to ensure that it is completed in a timely and effective manner and is linked to staff training & development
• Maintain staff lists and organograms and update /circulate them as
• Maintain accurate employee files that document all stages of the employee lifecycle and meet minimum standards of governance and organisational standards; including accurate job descriptions, contracts, qualifications, references, pay changes
• Liaise with Finance Unit on the preparation of payroll and processing of staff
• Responsible for Leave Tracking for all staff and, procedures for leave scheduling & approval
• Oversee general administrative functions in the Rwanda
• In coordination with Programme staff, ensure that all P&C and administrative functions in field offices are carried out according to established policies and
• Organising for meetings, taking minutes, and making follow up on action points
• Preparation of Board meetings, compilation of Board papers / outcomes and resolutions
• Oversee issues related to NGO registration and liaison with the relevant government authorities
• Ensure work permits/visas for foreign staff members and assist in obtaining the same for travelling staff outside the
• Work closely with staff welfare committee and facilitate staff welfare activities and
• Focal point in the implementation of staff health, safety and

Leadership and Strategic Alignment

• In consultation with head of P&C, plan and manage the implementation of best practice human recourse interventions in the respective country
• Support the learning organisation culture through coordination of staff training and development programmes and activities: work with line managers to identify staff learning

and development needs, compile, prepare and coordinate needs, and support managers and staff to access L&D opportunities, including E-learning platforms.

• Support the resolution of employee relations matters such as grievances and disciplinary which may include liaising with employees and managers, attending investigation meetings, writing notes, and updating personnel
• Prepare and offer analysis of staff survey reports, promoting the survey and resulting actions to build employee
• Contribute to the quarterly reporting against the Strategic Business Plans (SBP) for Rwanda and Senegal offices, actively participate in the development of the annual
• Provide HR data and KPI’s including: monthly HR metrics, E-learning, Global staff surveys responses, new starter, and leavers
• Prepare proposals for annual inflationary increases, collecting market data, benchmarking to make affordable propositions in line with the global reward policy for both Rwanda and Senegal.

Strengthening Profile and Managing Relationships

• Maintain a close working relationship with the Global People & Culture Manager to ensure successful roll out activities in line with the global People & Culture This may include implementing global policies, systems, learning packages, ways of working etc. Oversee the pay and benefits structure; conduct benchmarking, review salary and grading structure.
• Be the first point of contact for people and culture enquiries for Rwanda and Senegal responding sensitively and appropriately where possible and referring queries to others as appropriate
• Maintain operational relationships with internal teams in Rwanda and Senegal to ensure team effectiveness
• Facilitate and manage all staff insurance policies (medical, group life, group accident, ) through a reliable and recognised insurance company.
• Foster an environment that embraces and enables change
• Raise awareness of existing policies and procedures a with employees, consultants, and other relevant people with privacy and data protection
• Act as Safeguarding focal point in Rwanda, ensuring that all staff and consultants understand our policies and reporting
• Be an advocate of gender, social inclusion, and diversity
• Perform any other duties as may be assigned from time to time by the

PERSON PROFILE

 To be successful in the role, the ideal candidate will be able to demonstrate:

The successful applicant must have the pre-existing right to both live and work in Rwanda.