Human Resources Officer at SOS Children’s Villages Rwanda | Kigali :Deadline: 09-06-2023

Key performance areas and main responsibilities:

1. Management of Human Resource Data and Other Staff Documentations

• Receives and screens information and documents within the department and follows up feedback for appropriate action.
• Regularly updates staff personnel files, computer based/automated archive of staff data at the National Office, ensuring that all required documents are in place. In addition, he/she ensures consistency in documentation of individual files at both National Office and locations
• Produces adequate records of employment documentation e.g., position offers, appointment letters, contracts and job descriptions ensuring that they are provided on time, based on established staff employment policies and procedures.
• Monitors and inspects staff files to ensure adequate documentation and filling of individual staff communications. He/she advices project heads on required improvements in terms of staff personal records.
  
  
  

2.      Recruitment and Selection

• Manages recruitment documentation by preparing interview documentations including compilation of applications, assessment forms and summary of selection process as well as coordination of recruitment schedules.
• Announces approved vacant staff positions, due recruitments, terminations and departures for approved positions, ensuring proper procedures and approved SOS human resource practices are adhered to.
• Coordinates and schedules staff interviews, ensuring that short listed applicants are well informed of the date, location and time of the interview. He or she also provides written profiles for the short-listed applicants to the panellists, also ensuring that staff recruitment practices comply with SOS policies and procedures.
• Conducts reference checks and verifies testimonials in respect of short-listed and selected applicants before prospective employees are provided with letters of offer of employment.
• Carries out accurate compilation of paper work once applicant is offered a job ensuring that all required documents (SOS application form, beneficiary form, medical certificate, passport photos and account details etc) are filled and provided by the employee before commencement of employment.
• Takes responsibility of preparing appointment letters, contracts, job descriptions and any other employment documentation as may be assigned by the immediate supervisor e.t.c based on established staff employment policies and procedures.
• Communicates appointment and departures of new staff to all SOS Rwanda staff

3.      Promotes Employee Relations

• Provides clarification and guidance to line managers (project/ facility managers etc.) in the implementation of HR policies, systems and processes in line with the Human Resource manual and SOS Terms and Conditions of service.
• Maintains open communication with project heads/ facility managers on matters of staff discipline ensuring that all such cases are well-attended to in a strong and fair manner.
• Participates and supports project heads by advising them on opportunities for improving relations amongst employees and with the organization.
• Seeks opportunities for improving staff welfare and supports such genuine proposals.
  
  
  

4.      Coordinates Staff Orientation and Induction

• In conjunction with the HR Manager, develops and coordinates orientation programs for new and continuing staff, ensuring that staff receive adequate orientation as well as focused induction into both the organisation and their positions.
• Manages the orientation schedules for new staff by developing an orientation programme in conjunction with National Office staff as well as project heads.
• Prepares presentations for the Human Resource department for example during orientation meetings, general gatherings/meetings and other forums as deemed necessary.
• Coordinates all logistical requirements for staff orientation and inductions including preparing documents (SOS manuals, reports, policy books, SOS plans among others) needed to support the orientation process.

5.      Supports Implementation of Performance Management Policy

• Follows up on the implementation of performance evaluations by project heads, ensuring that appraisals are carried out in a timely and effective manner.
• Works with project heads on the needs for action reflected in reports of staff performance, and supports the project heads in addressing cases of persistent poor performance to promote a performance culture within the organization.
• Reviews and drafts feedback to individual staff in regard to their performance ensuring that performance management policy is adequately used to address poor performance.
• Takes part in preparation and review of job descriptions, ensuring that job roles are distinctively and clearly defined to effectively support organizational objectives as well as individual roles.
• Monitors and records submission of performance appraisals at the National Office ensuring that yearly performance appraisal is conducted for all staff.
• Identifies needed areas of support and training needs as may be raised in the appraisal reports for considerations in the yearly training schedule.
  
  
  

6.      Training and Development

• Participates in the assessment, and planning for development /training needs of key staff, and coordinates training activities across the National Association in conjunction with project managers, National Office department heads, and the Human Resource Manager. Supports the implementation of approved development / training programmes.
• Seeks proposals for training opportunity with various training agencies with the aim of achieving less cost-effective means of training.
• Seeks and produces reports after every training event to be utilized as references when assessing the effects of training and in following up after-training needs.
• Provides correspondences and liaison with project heads in coordinating external and internal trainings for the National Association.
• Identifies and produces yearly training schedules for the National Association and follows up to ensure that trainings reports are provided for all approved and facilitated trainings conducted.
• Produces training materials for internal and external trainings ensuring that required document needs are provided in time.
  
  
  

7.      Communication and Reports

• Responds to routine employee’s inquiries and communications for example letters, emails as may be presented or as assigned by the Human Resource Coordinator.
• Drafts correspondence and other communications as directed by the Human Resource Manager.
• Provides assistance to the Human Resource Manager in preparation of various departmental reports.

 Others

• Schedules and coordinates Human Resource related meetings with projects heads, staff and external guests.
• Conducts research on Human Resource topics/initiatives as a means of providing regular learning points in current human resource practices as well as motivation to staff.
• Performs any other duties as may be assigned by the immediate supervisor.

Requirements – Knowledge, experience, skills and competencies:

 Qualifications

• Bachelor’s degree in human resources, Administration, or a related field
• 5 years of experience as an HR Officer or similar HR role

Competencies – knowledge, skills, abilities 

• Excellent knowledge of various HR functions such as pay & benefits, recruitment, onboarding, evaluation, training & development etc.
• Good understanding of labour laws
• Proficient in MS Office
• Outstanding organizational and time-management skills
• Excellent communication and interpersonal skills
• Strong ethical standards
• Problem-solver
• Good decision-making skills
• Additional HR education and certification will be a plus