Rwanda HR and Office Administrator
Kigali, Rwanda
Posted: 13-Mar-2024
Ref#: 1795
HR and Office Administrator
Location: Kigali, Rwanda
Background:
Land O’Lakes Venture37 is a 501(c)(3) nonprofit helping communities around the world build economies by strengthening agriculture from farm-to-fork, helping businesses grow, and linking farmers to markets. Since our start in 1981, we have been leveraging nearly 100 years of expertise in crop inputs, agricultural insights, dairy and animal nutrition from our close affiliate, Land O’Lakes, Inc., a farmer-owned agribusiness committed to fulfilling its purpose of feeding human progress.
Our team is made up of nearly 350 employees who are committed to market-led approaches, and passionate about collaborating locally to create lasting inclusive economic growth. By unlocking the potential of agriculture for the last 36 years, the lives of more than 3 million people have been transformed through nearly 300 programs in more than 80 countries. Land O’Lakes Venture37 has been operating in Rwanda since 2007.
Position Description:
The HR and Office Administrator is expected to provide support across all Land O’Lakes Venture37 project teams, facilitating key functions towards achieving an efficient country office.
Position Summary:
This position supports all Venture37 project activities in Rwanda, coordinating the office facilities and human resource practices and policies, and supporting the leadership of the projects. The HR and Office Administrator is responsible for smooth and efficient office operations, administrative, and HR procedures. The incumbent will also work closely and support the Finance and Administration Manager to ensure transparent and fair procurement of goods and services ensuring compliance with USAID procurement and cost accounting. The HR and Office Administrator supervises and schedules drivers and office cleaners (both staff and contractor).
Primary Responsibilities:
HR Support
- Coordinate in country/local hiring initiatives and onboarding of employees through staffing plan, job postings, selection process, background checks and communicating new hires to HQ HR.
- Maintain a complete set of documentation for recruitment, employment, onboarding, and human resource management using the Workday system and hard files. Collaborate and communicate with the hiring manager, Venture37 HR management, and Chiefs of Party.
- Serve as point of contact for HQ HR and provide general HR, talent and performance support to program management and staff.
- Support in local employment packages with staff benefits providers including medical and other insurances and administer to staff.
- Systems/Workday support
- Serve as point of contact for V37 systems administration including new employee access to systems.
- In-country Workday support providing resources/training to employees and managers with hiring, talent and performance management and termination processes.
Office Admin, Logistic and Procurement Support
- Support in the management of Venture37 office facility and coordinate day-to-day office operations.
- Work and collaborate with technical managers and other project staff to (i) define specifications and requirements for machinery, equipment, and consultancy or other specialized services and (ii) to identify potential qualified suppliers and service providers.
- Prepare procurement authorization forms, secures signatures, prepares and issues requests for quotations, analyzes bids, and assists with negotiations with suppliers, service providers, and consultants.
- Prepare documentation to facilitate vendor and consultant selection decisions by project staff and managers, using standardized templates and following approval authority levels.
- Maintain a complete set of documentation for all procurements of good and services and contracting of individual consultants, submitting the supporting documentation to award purchase orders, authorize contracts and agreements, and secure vendor payments. Use the standard templates and collaborate and communicate with the Venture37 project management team.
- Coordinate and facilitate travel and logistics for staff and consultants and assist with planning, organizing, and implementation of logistics for project events and meetings.
- Utilize Sharepoint a knowledge management system, to upload and retain key documents.
- Any other duties as may be assigned by supervisor from time to time.
Reporting & Supervision:
- The position reports to the Venture37 Finance and Administration Manager.
- The position supervises the Venture37 office cleaner, project drivers, and other out-sourced contractor personnel.
Required Qualifications:
- College or certification in management, Human Resource, Business Administration or other relevant business field
- Minimum of 4 years relevant and demonstrated work experience in an HR and Office administrative role.
- Strong understanding and dedication to strict confidentiality
- High level of competency and knowledge of MS Office software applications and examples of using technology to create efficiency and share information.
- Good understanding of competitive procurement practices.
- Must demonstrate unquestionable ethics and integrity
- Strong collaboration and interpersonal skills
- Excellent organizational skills with an emphasis on planning and attention to detail
- Confidence and excellent skills in written and verbal communication.
- Oral and written fluency in English and Kinyarwanda.
Desired Skills and Qualifications:
- University degree in business administration, Human Resources or related field strongly preferred.
- Previous experience in an international development organization.
- Previous experience with a donor funded project.
Application Link: Click here
Deadline: 27th March 2024
