Summary
Date Posted: Wednesday, November 27 2024, Base Salary: Not Disclosed

JOB DETAILS:
We're seeking a dynamic HR & Admin Officer to join our team. This role is crucial in supporting our organization's day-to-day operations and fostering a positive workplace environment. The ideal candidate will have strong organizational skills, a keen eye for detail, and a passion for people management.

RESPONSIBILITIES:
OFFICE ADMINSTRATION:
• Procurement Management:
o Administer the procurement of goods and services necessary for the effective operation of the office.
o Manage office supply inventory, ensuring timely orders are placed when stock levels are low.
o Maintain detailed records of office procurements, including equipment, vehicles, and other assets.
• Communication and Documentation:
o Draft and send standard correspondence on behalf of the AMIR Executive Director and the Chairman of the Board of Directors.
o Manage all contracts with service providers and consultants, ensuring terms and conditions are adhered to.
• Compliance and Safety:
o Ensure compliance with health and safety standards within the office environment.
o Prepare and administer the tender process, including tender awards and contracts.
• Office Management:
o Maintain office stationery, equipment, and other items, ensuring availability and functionality.
o Arrange travel and accommodation for AMIR management and guests.
o Ensure that procurement activities comply with the procedures manual, maintaining effective communication with suppliers.
o Oversee the organization and daily operations of AMIR.
• Support to Management and Board:
o Provide administrative and communication support to AMIR Management and the Board of Directors.
o Assist in preparations, write minutes, and follow up on General Assembly meetings.
o Support the AMIR Secretariat and Board of Directors in various administrative matters.
o Supervise the receptionist, drivers, and other support staff ensuring smooth office operations.
HUMAN RESOURCES:
• HR Administration:
o Administer HR-related documentation and maintain accurate and up-to-date STAFF files and HR databases.
o Assist in the recruitment process, including identifying candidates, conducting reference checks, preparing appointment letters, and issuing employment contracts.
• Onboarding and Policy Implementation:
o Handle the onboarding process for new hires, conducting orientation programs to familiarize them with the organization.
o Implement organizational HR policies and procedures, ensuring compliance with the procedures manual.
• Staff Management:
o Manage STAFF leave records and assist management in the Annual Appraisal process.
o Maintain staff personal records in both hard copy and electronic formats.
o Assist management in the preparation and signing of Annual Performance Contracts for all AMIR staff.
• Legal and Regulatory Compliance:
o Ensure compliance with employment laws and regulations.
o Prepare and process staff salaries accurately and in a timely manner.
o Prepare exit separation documents for staff members who are leaving AMIR.
• Additional Duties:
o Perform other related duties as required by the Executive Director to support the overall function of the organization.

Required experiences and skills:
• At least 4 years of working experience in HR, Customer care and administration roles
• Hold a bachelor's degree in human resources, Business administration, or other related fields
• Fluent in English and Kinyarwanda, having French knowledge will be an added advantage.
• Advanced skills in MS Word, Excel and Power point presentation
• Knowledge of HR functions (pay & benefits, recruitment, training & development
• Excellent self-organization, punctuality and reliability
• Strong communication, organizational, interpersonal, problem-solving, and critical thinking skills
• Knowledge of labor laws and disciplinary procedures
• Ability to supervise, maintain confidentiality and use sound judgment on sensitive matters.

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

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