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Key Responsibilities:
Recruitment and Hiring
- Coordinating and supporting the recruitment process; by assisting with performance requisition form and other pre-recruitment documents, with posting job vacancies, extracting applicants’ CVs for reviews;
- Assist to coordinate interviews; including contacting applicants for interview, organize logistics including securing interview venues, and preparation of any other relevant materials
- Contact unsuccessful job applicants to inform them of the status of their applications
- Conduct background investigations and reference checks about prospective hires
- Help with new-hire procedures; schedule and partake in on-boarding and instating of new-arrivals, creating new employee files, emails, administering employee HR Manual, forms and any other handbooks, and ensuring all necessary paperwork is properly filled-out
- Be responsible for all recruitment related filings (including application forms and interview notes)
HR Records Management
- Prepare and initiate for signature all offer letters and contracts of employment, contract extension letters, promotion and termination letters, employment confirmation letters, etc
- Keep track of contract expiry dates with a timely reminder, e-mail to respective supervisors, including IMB service providers
- Manage and keep track of time-sheets in collaboration with all concerned employees and ensure timely submission to appropriate persons
- Produce and submit HR related reports as required including M&E and the implementation of the IMB Strategic Plan
- Organize, maintain and update human resources staff records (files), record and document employee information such as promotions, transfers and resignations, etc to keep updated HR databases and tracking systems, including periodic staff lists.
- Assisting separating employees to complete resignation paperwork; handover and exit forms, conduct exit interviews, contact all service providers (medical insurance company, MTN, IMB IT team, etc) for deactivations and ensuring that all necessary employment closure paperwork is completed on time.
Leave Management
- Promote work-life balance through ensuring all departments/programs have annual leave calendars/plans and all leave types are logged in HR system-leaves, send out encouraging emails to all staff to take leave-breaks
- Help coach supervisors, managers and all employees to use and understand how HR system-leaves is used and how to use it properly
- Make certain that the leaves window provides the right information and work with software developer team to make it more usable
Management of Related Tasks
- Liaise with service providers in the registration of recruits like; securing CSR/RSSB numbers, comprehensive medical assurance, etc
- Coordinate with finance office and auditors to provide staff records for auditing
- Responding to procurement related requests and correspondances; including annual procurement plans
- Immediate distribution and pursue of incoming and outgoing employee documents correspondences
- Provide secretarial support to the HR department including data entry, printing information, schedule HR related gatherings, any required writings including concept notes, internal memos, proposals, etc
- Performs periodic audits to HR files and records to confirm all required documents are collected and filed appropriately
- Pay regular visits to all IMB Sites to support site-based staff on HR related matters
- Keep up-to-date with the latest HR trends and best practices
- Maintains the integrity and confidentiality of human resource information
- And any other duties as assigned
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Required experince and skills
- Bachelor’s degree in human resources management or business administration with a specialty in Human Resources, Accounting or Information Technology (IT)
- Atleast 5-6 years working experience in human resources management in public or NGO institutions
- Solid knowledge of current trends and best practices in Human Resouces Management
- Solid knowledge to Rwandan labour laws and effective HR administration tasks
- Ability to maintain the highest level of confidentiality and sensitivity
- High level critical thinking
- Excellent written and verbal communication skills
- Works well under pressure and meets tight deadlines
- Interpersonal skills related to networking, internal resilience and sensitivity to diversity, hardworking and quick learning
- Fluency in spoken and written English and Kinyarwanda (fluency in French is a bonus)
- Ability to live in rural set-up.
- Ability to live PIH/IMB values: Ubumuntu-Compassion, Ubupfura-Integrity, Ubunyangamugayo-Honesty, Ubwubahane-Mutual respect, Ubumwe-Solidarity, Agaciro-Dignity, Kugira ishyaka-Determination
- At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.
How to apply:
If you believe that you are the right candidate for the above position, please follow the link https://www.pih.org/pages/employment?p=job%2FoNhCofwO and submit your CV and application letter in pdf or word formats only.
Applications should be submitted not later than 13 October 2023
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