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Human Resources Officer
Job Description
Title: Human Resources Officer
Reports To: Human Resources Manager, ECA
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 HR Manager, ECA, the HR Officer maintains an efficient and effective human resources function at the designated region. S/he works closely with finance 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, ECA context, 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 the Rwanda Programme regarding HR best practice under the guidance of the HR Manager, ECA, and Talent Development and Training Officer.
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 candidate
2. Contracting and HR Administration
- Drafts staff contracts and consultancy contracts in discussion with hiring managers and HR Manager ECA. 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 the 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 HR Manager, ECA, manage specific issues of conflict or grievances related to HR organizational policy and procedure
- Coordinate with 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 HR Manager, ECA.
- Supports the Talent Development and Training Officer with collecting staff development needs from ECA 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 HR Manager ECA on any misalignment with legislative compliance and ensuring that HR practices and policies in ECA are aligned with local regulations
- Collects HR information from the region and provides recommendations to HR Manager, ECA to address shortfalls and maintain what’s working well
- Recommends to HR Manager, ECA any HR process enhancements, improvements in policies and procedures, and any other innovation changes that would optimize HR management at Interp
- Ensures that Interpeace’s values are integrated into the organization’s way of working, are embraced and communicated to
- 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 role
- Minimum 2 years of experience providing advice and support across all levels of an organization
- Experience in fully spectrum of employment cycle recruiting and facilitating the onboarding of staff
- Experience in development and implementation of HR strategy and Human Resources administration
- 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
- Ability to work autonomously with high attention to detail across all areas of human resources in a high-volume, fast-paced environment
- Personable and professional approach, able to deal with confidentiality, and be technologically savvy
- Strong written and oral communication skills in English language 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
How to apply
Qualified candidates are invited to submit their application to recruitment-eca@interpeace.org not later than 15th November 2021
The position will remain open until a suitable candidate would be identified. Please apply early.
“Human Resources Officer, Kigali” MUST BE included in the subject line of the application email to be considered. The CVs will be reviewed on rolling basis, please apply early. The application must include:
- a complete curriculum vitae
- a letter of interest
- an acknowledgement letter, answering the following questions:
- Have you ever been criminally convicted or subject to any criminal or administrative penalty by any competent authority? If yes, please specify:
- Have you ever been terminated or separated (e.g. contract termination, dismissal, non-renewal) or subject to any disciplinary measure or sanction by your employer for fraud, harassment, sexual harassment, sexual exploitation or sexual abuse?
- Have you ever resigned while under investigation or during disciplinary proceedings?
a) Confirming the following declaration of understanding:
I confirm the accuracy of the information provided, with the understanding that Interpeace will conduct reference checks to verify relevant information.
I understand that if any false or misleading information is provided in my application, or any material fact suppressed, I may not be employed, of if I am employed, I may be dismissed.
Interpeace values diversity among its staff and aims to achieve gender equality both through gender parity at all levels of the organisation and the promotion of a gender dimension in all its work. We welcome applications from women and men, and those with disabilities.
Please note that due to high volume of applications, ONLY short-listed candidates will be contacted.
2. Programme Assistant
Job Description
Title: Programme Assistant
Duty Station: Kigali, Rwanda
Reports To: Programme Manager
Unit: Programme Management
Grade: L2 S1
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
Interpeace in Rwanda
Interpeace has been working in Rwanda since 2002. During this time, Interpeace has been working in
Partnership with national institutions to strengthening durable peace, through the promotion of social cohesion, societal trauma healing and participatory governance. In this work, Interpeace has had long-term partnership with different national organisations, including government institutions such as the Ministry of Health, the National Unity and Reconciliation Commission, Ministry of Justice, and the Ministry of Local Government. Non-government partners include Prison Fellowship Rwanda and Never Again Rwanda.
Currently, Interpeace is implementing “Reinforcing community capacity for social cohesion and reconciliation through Societal Trauma Healing in Bugesera District’’ Programme, funded by the European Union implemented in partnership with Prison Fellowship Rwanda; as well as the “Youth Engage Project” (Ijwi ryubaka) Project implemented in partnership with Never Again Rwanda. The “Youth Engage” project seeks to strengthen the rights of young people and their empowerment and involvement in public affairs, societies and decision-making, notably through youth organisations. At the regional level (Great Lakes), our regional programmes are focused on fostering strong relations across borders.
Position within the Organization
The Programme Assistant is a member of the Programme Management Unit which manages and implements all Interpeace’s active and ongoing programmes around the world. The Programme Management Unit is led from the Headquarters office in Geneva, although team members are based in various locations including in East and Central Africa, West Africa, Europe and the MENA region.
The Programme Assistant will report to Great Lakes Regional Representative and will work in close collaboration with the Programme Manager, Support Officers, the M&E Expert, and the Finance and Admin Manager in Rwanda.
The Programme Assistant supports the design, day-to-day planning, and implementation of the Rwanda Programme. S/he is also expected to contribute to the implementation of the broader Great Lakes Regional Programme.
Duties and responsibilities
Strategic Engagement
Assists all areas of implementation as directed by the Programme Manager.
Programme Management and Development
- Contributes to the preparation of various programme documents, such as work plans, budgets, reports and proposals on programme implementation arrangements.
- Contributes to drafting and developing of events’ concept notes and Agendas in close collaboration with Programme Support Officers
- Assists in maintaining calendars of the Great Lakes Regional Representative and sending out reminders of impending appointments
- Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the programme unit.
- Contributes to events planning and logistical arrangements in close collaboration with the Administration Assistant
- Contributes to Drafting monthly updates of the Rwanda programmes based on the monthly reports received from local partners and Interpeace’s field teams.
- Support the programme team in tracking execution of agreed work plans as well as budgets.
- Participates in staff meetings and writes the minutes
- Supports the programme team in preparing monthly updates (internal and external).
Management – institutional coherence
- Preparing minutes for Programme’s meetings
- Liaise with the Communication Team in preparing social media contents, success stories and web stories that capture key programme outputs and outcomes
- Assist the Rwanda programme in researching and compiling data needed when preparing concept notes and proposals
- Scheduling and maintaining the Rwanda programme meetings calendar as guided by the Country Representative and the programme team.
- Supports operational activity planning and implementation.
- Assists the programme team in elaborating the activity requests and ensures value for money in selecting service providers, in close coordination with the Administration Assistant.
- Contributes to the development of the Programme’s yearly objectives and work plan.
- Assists the drafting of internal, monthly and annual reports.
- Contributes to the Programme and the Organisation’s learning activities/processes.
Representation
- Focus on Track 3, by supporting the Programme Team in maintaining working level relationship with local project partners and donors.
- Scheduling and maintaining the meetings calendar with Donors and programme partners
Relevant qualifications and experience
Candidates with relevant qualifications, experience, a tertiary degree, and fluent in English and Kinyarwanda, are invited to apply.
Relevant experience and qualifications may include:
Education
- Tertiary degree in peace-related studies, social or development studies or other relevant fields.
- At least two years experience in programmes support role. Specific experience in peacebuilding, partner relations will be an advantage.
- Experience and ability to work successfully as part of a diverse and multicultural team, integrating a gender perspective into tasks and activities, and
- Proven capacity to collaborate effectively with a range of internal and external stakeholders.
Competencies
- Demonstrable ability to anticipate emerging needs and integrate them into planning and programme setting
- Organizational and planning skills.
- Basic knowledge of project cycle management including of project planning and management tools.
- Fluent in English. Good working knowledge of French will be an advantage.
- Excellent knowledge of Kinyarwanda is required.
- Demonstrable writing and communications skills in English and Kinyarwanda is required.
Interpeace Competencies
- Collaboration and Weaving
- Communication
- Drive for results
- Adaptability and Continuous Learning
- Respect for Diversity
How to apply
Qualified candidates are invited to submit their applications to recruitment-eca@interpeace.org on or before 15th November 2021, 23:45 pm, Kigali time. “Programme Assistant, Kigali” MUST BE included in the subject line of the application email to be considered.
The application must include:
- a complete curriculum vitae
- a letter of interest
- an acknowledgement letter, answering the following questions:
- Have you ever been criminally convicted or subject to any criminal or administrative penalty by any competent authority? If yes, please specify:
- Have you ever been terminated or separated (e.g. contract termination, dismissal, non-renewal) or subject to any disciplinary measure or sanction by your employer for fraud, harassment, sexual harassment, sexual exploitation or sexual abuse?
- Have you ever resigned while under investigation or during disciplinary proceedings?
a) Confirming the following declaration of understanding:
I confirm the accuracy of the information provided, with the understanding that Interpeace will conduct reference checks to verify relevant information.
I understand that if any false or misleading information is provided in my application, or any material fact suppressed, I may not be employed, of if I am employed, I may be dismissed.
Interpeace values diversity among its staff and aims to achieve gender equality both through gender parity at all levels of the organisation and the promotion of a gender dimension in all its work. We welcome applications from women and men, and those with disabilities.
Please note that due to high volume of applications, ONLY short-listed candidates will be contacted.
3. Driver (2)
Job Description
Title: Driver-2 positions
Reports To: Administrative
Unit: Global Operations Unit
Duty Station: Kigali, Rwanda
Grade: L1S1
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
Interpeace in Rwanda
Interpeace has been working in Rwanda since 2002. During this time, Interpeace has been working in
Partnership with national institutions to strengthening durable peace, through the promotion of social cohesion, societal trauma healing, and participatory governance. In this work, Interpeace has had a long-term partnership with different national organisations, including government institutions such as the Ministry of Health, the National Unity and Reconciliation Commission, Ministry of Justice, and the Ministry of Local Government. Non-government partners include Prison Fellowship Rwanda and Never Again Rwanda.
Currently, Interpeace is implementing “Reinforcing community capacity for social cohesion and reconciliation through Societal Trauma Healing in Bugesera District’’ Programme, funded by the European Union implemented in partnership with Prison Fellowship Rwanda; as well as the “Youth Engage Project” (Ijwi ryubaka) Project implemented in partnership with Never Again Rwanda. The “Youth Engage” project seeks to strengthen the rights of young people and their empowerment and involvement in public affairs, societies and decision-making, notably through youth organisations. At the regional level (Great Lakes), our regional programmes are focused on fostering strong relations across borders.
Position within the Organisation
The Driver is a member of the Global Operations Unit which encompasses Finance, IT, Administration, Legal, Internal Audit, and HR.
Under regular supervision from the Administration Assistant, the Office Driver is responsible for providing transportation support to staff and any partners or official guests as assigned by the Head of Office in the Kigali Office.
Purpose and General Overview
Under the supervision of the Administrative Assistant, the driver will provide professional transport facilitation to IP Rwanda staff on duty or guests; to any assigned locations in Rwanda for reasons related to official duties and the objectives of the Rwanda programme. The role will involve driving over relatively short distances during regular working hours and extended trips requiring flexibility to the field when needed. The role will also cover messenger, vehicle safety and security, and office backup support if needed.
Duties and responsibilities Vehicle Management and Transport Conditions
- Drive IP Rwanda vehicle(s) as requested with due regard to time schedules, apply knowledge of
driving regulations, safety requirements, traffic conditions, and most desirable routes to maintain travel time whilst ensuring that all rules, regulations, and local requirements are adhered to.
- In an event of involvement in an accident, take security precautions for the safety and security of the driver, onboard passengers, the vehicle, and other contents that may be in the vehicle.
Specific Duties
While adhering to safe driving regulations, perform the following duties:
- Day-to-day maintenance and cleaning of the assigned vehicle, check fuel levels, oil, water battery, brakes, signal lights, tires before starting off the journey. Make minor repairs and adjustments (For example, punctures, wiper blades, spark plugs, etc).
- Transport IP Rwanda visitors, office staff, and any other person on IP Rwanda business mission in safe and timely manner between designated locations as may be assigned by IP
- Record mileage and expenses incurred during driving duties and report to appropriate IP Rwanda personnel as required.
- Keep an accurate logbook for all transport
- Arrange for vehicle care and maintenance based on service manual requirements and daily transportation
- Keep record of vehicle service records to track costs and maintenance of vehicles as well as justify replacement of the vehicle and/or parts at the appropriate
- Make regular deliveries of parcels, documents, between the office, collection locations, and destinations as may be assigned by IP
- Follow all health and safety
- Provide any messenger support including assistance in doing local shopping as and when
Qualifications
- A high school certificate or diploma considered an asset
- Valid Rwanda driving License of class B category
- Proficiency in Kinyarwanda and good working knowledge of Knowledge of French language will be an advantage.
Experience
- A minimum of 5 years’ relevant experience working in a fast-paced environment within
- Able to provide written references from previous employers
- Accident-free Driving certification if applicable
- Security clearance certificate of good conduct
Competencies
- Ability to work well alone and with a partner or team
- Reliable and punctual, demonstrating dedication and professionalism in assigned duties
- Excellent time management skills
- Organized and able to adapt to changing schedules or routines
Job special conditions
- IP Rwanda driver will be required to spend some nights out of Kigali.
- Travel needs may vary, but about 80% out of Kigali and 20% within
- This job requires sitting for long hours while driving.
Interpeace Competencies
- Collaboration and Weaving
- Communication
- Drive for results
- Adaptability and Continuous Learning
- Respect for Diversity
Other requirements
- Eligibility to work in
Assets/desired
Previously worked as an Office Driver
How to apply
Qualified candidates are invited to submit their applications to recruitment-eca@interpeace.org on or before 15th November 2021, 23:45 pm, Kigali time. “Driver, Kigali” MUST BE included in the subject line of the application email to be considered.
The application must include:
- a complete curriculum vitae
- a letter of interest
- an acknowledgement letter, answering the following questions:
- Have you ever been criminally convicted or subject to any criminal or administrative penalty by any competent authority? If yes, please specify:
- Have you ever been terminated or separated (e.g. contract termination, dismissal, non-renewal) or subject to any disciplinary measure or sanction by your employer for fraud, harassment, sexual harassment, sexual exploitation or sexual abuse?
- Have you ever resigned while under investigation or during disciplinary proceedings?
a) Confirming the following declaration of understanding:
I confirm the accuracy of the information provided, with the understanding that Interpeace will conduct reference checks to verify relevant information.
I understand that if any false or misleading information is provided in my application, or any material fact suppressed, I may not be employed, of if I am employed, I may be dismissed.
Interpeace values diversity among its staff and aims to achieve gender equality both through gender parity at all levels of the organisation and the promotion of a gender dimension in all its work. We welcome applications from women and men, and those with disabilities.
Please note that due to high volume of applications, ONLY short-listed candidates will be contacted.
