- General Secretary Assistant in Charge of Academic
JOB VACANCY: GENERAL SECRETARY ASSISTANT IN CHARGE OF ACADEMIC
Organization: RULI HIGHER INSTITUTE OF HEALTH (RHIH).
Department: Office of the General Secretary / Academic Secretariat.
Job Level and Type: Level 3 – Full time.
Reports to: General Secretary / DVCAAR.
The age range: 23-35 Years.
Location: RHIH Headquarters in Ruli Sector, Gakenke District, Northern Province.
1. Job Summary
The General Secretary Assistant in charge of Academics at RULI HIGHER INSTITUTE OF HEALTH is responsible for providing high-level administrative, secretarial, and operational support to the General Secretary’s office with a primary focus on academic affairs. This role ensures the smooth execution of academic governance, coordination of Senate and faculty meetings, management of official academic correspondence, and meticulous documentation of institutional policies, academic programs, and statutory records. The assistant acts as a key liaison between the General Secretary’s office, academic departments, administration, students, and external regulatory bodies.
2. Key Responsibilities and Duties
A. Academic Secretariat and Governance Support:
- Coordinate and manage the administrative calendar, appointments, and daily correspondence for the General Secretary regarding academic matters.
- Serve as secretary for academic boards, faculty meetings, and institutional committees; prepare detailed agendas, take accurate minutes, and track the implementation of resolutions.
- Manage official academic documentation, including curriculum files, Senate approvals, accreditation records, and academic partnership agreements.
- Draft institutional memos, circulars, official letters, and administrative reports relating to academic programs and student affairs.
B. Academic Administration and Coordination:
- Liaise with the Academic Registrar, Deans, and Department Heads to coordinate semester schedules, examination timetables, and academic calendar execution.
- Support the organization of academic events, including matriculation, graduation ceremonies, faculty workshops, and student orientation programs.
- Maintain organized tracking systems for academic staffing files, part-time lecturer contracts, teaching loads, and honoraria documentation.
- Assist in compiling data and preparing reports for internal evaluations, educational quality assurance, and external regulatory inspections (e.g., Higher Education Council – HEC).
C. Records Management and Information Control:
- Maintain a secure, confidential, and well-organized filing system (physical and digital) for all academic policies, minutes, directives, and correspondence originating from or directed to the General Secretary’s office.
- Ensure proper archiving of historical academic records in compliance with institutional governance guidelines and data protection regulations.
- Facilitate the dissemination of approved academic policies, senate decisions, and administrative guidelines to relevant faculties, staff, and students.
D. Compliance, Liaison, and Stakeholder Relations:
- Act as a primary communication channel between the General Secretary’s office and internal/external stakeholders, ensuring prompt and professional responses to inquiries.
- Collaborate with internal audit and administrative units by providing requested documentation, audit trails, and compliance reports concerning academic governance.
- Ensure adherence to institutional statutes, internal procedures, and legal requirements across all academic secretarial operations.
E. Special Projects and Administrative Support:
- Participate in institutional administrative committees, strategic planning workshops, and continuous improvement initiatives.
- Assist in preparing periodic activity reports and budget proposals for the General Secretary’s office.
- Perform other administrative or secretarial duties as assigned by the General Secretary or institutional management.
3. Qualifications and Experience
- Education: Advanced Diploma in Nursing or Bachelor’s degree in Office Management, Secretarial Studies, Public Administration, Business Administration, Education, or a related field.
- Professional Certification: License in Nursing or Certifications in professional secretarial practice, office management, or administrative management are highly desirable.
- Experience:
- Minimum of 2 to 5 years of progressive professional experience in executive secretarial duties, office management, or academic administration, preferably within a higher education institution or a large public/private organization.
- Demonstrated experience in minute-taking for high-level meetings, governance documentation, and institutional correspondence management.
- Proficiency in using modern office automation tools, institutional management systems (MIS), and document management software.
4. Required Skills and Competencies
A. Technical Skills:
- Advanced proficiency in office productivity software (e.g., Microsoft Word, Excel, PowerPoint, and collaborative digital workspace tools).
- Strong command of professional business writing, minute-taking conventions, and report drafting.
- Familiarity with higher education administrative structures, governance frameworks, and regulatory requirements.
- Knowledge of database maintenance and secure electronic archiving standards.
B. Soft Skills:
- Analytical and Critical Thinking: Ability to review administrative documents, synthesize meeting outcomes, and identify operational follow-up actions.
- Communication: Exceptional written and verbal communication skills, with impeccable command of professional correspondence standards.
- Interpersonal Skills: Outstanding tact, diplomacy, and relationship-building skills when interacting with senior management, faculty, staff, and external partners.
- Problem-Solving: Proactive and resourceful approach to resolving administrative scheduling conflicts and office workflow bottlenecks.
- Integrity and Objectivity: Unquestionable professional ethics, strict adherence to institutional confidentiality, and professional discretion regarding sensitive matters.
- Attention to Detail: Meticulous in formatting documents, verifying meeting minutes, and managing official records.
- Time Management: Exceptional organizational skills, ability to manage multiple competing priorities, meet tight deadlines, and perform effectively under pressure.
5. Personal Attributes
- High level of professional integrity, tact, and absolute confidentiality regarding executive and academic matters.
- Professional, poised, and welcoming demeanor with strong customer service orientation.
- Highly adaptable, resilient, and responsive in a dynamic academic and healthcare training environment.
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2. Admission and Registration Officer
JOB VACANCY: ADMISSION AND REGISTRATION OFFICER
Organization: RULI HIGHER INSTITUTE OF HEALTH (RHIH).
Department: Office of the Academic Registrar.
Job Level and Type: Level 3 – Full time.
Reports to: Academic Registrar / DVCAAR.
The age range: 28-45 Years.
Location: RHIH Headquarters in Ruli Sector, Gakenke District, Northern Province.
1. Job Summary
The Admission and Registration Officer at RULI HIGHER INSTITUTE OF HEALTH is responsible for managing and coordinating student recruitment, admission processes, enrollment tracking, and academic records management. This role ensures the efficient administration of the student lifecycle from initial application and entrance evaluation to graduation and alumni record-keeping. The officer will maintain rigorous standards of data integrity, compliance with higher education regulatory bodies, and seamless customer service for prospective and current students across all academic programs, including health sciences and allied training departments.
2. Key Responsibilities and Duties
A. Admission Planning and Execution:
- Coordinate annual student admission campaigns, including drafting admission guidelines, publishing calls for applications, and liaising with marketing and academic departments.
- Process student applications, verify academic credentials (transcripts, certificates, and national/international equivalences), and ensure compliance with admission criteria set by the Institute and regulatory bodies (e.g., Higher Education Council – HEC, Ministry of Education).
- Administer entrance examinations, interviews, or selection assessments for eligible applicants in collaboration with faculty panels.
- Issue admission letters, provisional acceptances, and enrollment packages to successful candidates.
B. Student Registration and Enrollment Management:
- Manage the official registration and enrollment processes for new and continuing students each academic semester or year.
- Verify fee payments, financial clearances, and scholarship documentation prior to finalizing student course enrollment.
- Maintain and update student enrollment databases, class lists, and institutional management information systems (MIS/ERP).
- Handle module/course registration adjustments, add/drop periods, deferrals, transfers, and academic leaves of absence in accordance with academic regulations.
C. Academic Records and Data Management:
- Maintain secure, accurate, and confidential academic records for all enrolled and graduated students in compliance with institutional policies and data protection laws.
- Process requests for academic transcripts, certificates, confirmation letters, and testimonials.
- Coordinate grade entry processes, academic standing reviews, and compilation of semester results for presentation to faculty boards and the Senate.
- Prepare comprehensive admission and enrollment statistical reports for management, the Board, and external regulatory bodies.
D. Compliance, Accreditation Support, and Liaison:
- Ensure all admission and student record practices conform to national higher education laws, institutional statutes, and professional health training accreditation standards.
- Assist in organizing graduation ceremonies, student orientation programs, and matriculation events.
- Collaborate with internal and external audit teams by providing requested documentation on student enrollment, credit transfers, and graduation tracking.
- Act as a primary contact point for prospective students, parents, and sponsors regarding admission requirements, tuition structures, and academic calendars.
E. Special Projects and Continuous Improvement:
- Participate in the review and updating of institutional admission and registration policies, workflows, and digital platforms.
- Assist in evaluating and upgrading Student Management Information Systems (MIS) to enhance online application, fee integration, and self-service registration.
- Stay current with developments in higher education administration, student tracking technology, and regulatory framework changes.
3. Qualifications and Experience
- Education: Bachelor’s degree in education, Public Administration, Information Technology, Business Administration, Statistics, or a related field. A master’s degree in these areas or in Educational Management is an added advantage.
- Professional Certification: Certifications in database management, data analytics, or higher education administration are desirable.
- Experience:
- Minimum of 3 to 5 years of progressive professional experience in student records management, academic administration, admissions, or institutional data management, preferably within a higher education institution or tertiary training center.
- Demonstrated experience in using Student Management Information Systems (MIS), Enterprise Resource Planning (ERP) software, or advanced database management tools.
- Strong familiarity with higher education regulations, credit accumulation systems, and accreditation standards.
4. Required Skills and Competencies
A. Technical Skills:
- Thorough knowledge of student administration principles, academic regulations, and enrollment management best practices.
- Strong understanding of database structures, data validation, and record confidentiality protocols.
- Proficiency in data analysis and productivity tools (e.g., advanced Excel, database queries, and reporting software) to manage large student datasets.
- Familiarity with digital student portals and online application platforms.
B. Soft Skills:
- Analytical and Critical Thinking: Ability to analyze enrollment trends, evaluate complex student credential files, and verify admission eligibility accurately.
- Communication: Excellent written and verbal communication skills, with the ability to draft clear institutional correspondence, guidelines, and reports.
- Interpersonal Skills: Strong ability to build positive relationships with prospective students, faculty members, parents, and administrative colleagues.
- Problem-Solving: Proactive and customer-focused approach to resolving student registration issues, timetable clashes, or records discrepancies.
- Integrity and Objectivity: Unquestionable professional ethics, strict adherence to student data confidentiality, and impartial application of admission rules.
- Attention to Detail: Meticulous in verifying academic credentials, transcribing grades, and managing student files.
- Time Management: Ability to manage high-volume workloads during peak admission and registration periods, meet strict deadlines, and perform effectively under pressure.
5. Personal Attributes
- High level of professional integrity, patience, and strict confidentiality regarding student records.
- Welcoming, approachable, and diplomatic nature with excellent customer service orientation.
- Adaptable and resilient in a dynamic academic and healthcare training environment.
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3. Accountant
JOB VACANCY: ACCOUNTANT
Organization: RULI HIGHER INSTITUTE OF HEALTH (RHIH)
Department: Office of Administration and Finance/ Finance Department.
Job Level and Type: Level 3 – Full time.
Reports to: Director of Finance/ Chief Accountant.
The age range: 30-45 Years.
Location: RHIH Headquarters in Ruli Sector, Gakenke District, Northern Province.
1. Job Summary
The Accountant at RULI HIGHER INSTITUTE OF HEALTH is responsible for maintaining accurate financial records, managing day-to-day financial operations, and ensuring strict compliance with institutional financial policies, tax regulations, and public accounting standards. This role supports the Institute’s fiscal integrity by overseeing general ledger accounting, accounts payable and receivable, payroll processing, budget monitoring, and financial reporting. The accountant will examine financial transactions across diverse functions, including academic administration, student fee collections, research grants, procurement, and institutional operations, while collaborating closely with internal and external audit teams.
2. Key Responsibilities and Duties
A. Financial Operations and General Ledger Accounting:
- Manage day-to-day accounting operations, including recording financial transactions, maintaining the general ledger, and reconciling bank and cash accounts regularly.
- Ensure all financial transactions are supported by adequate documentation and authorized in compliance with the Institute’s financial procedures and procurement rules.
- Monitor accounts receivable (including student tuition fees, grants, and miscellaneous receivables) and follow up on outstanding balances.
- Manage accounts payable, process vendor invoices, verify supporting documents, and prepare timely payment vouchers and disbursements.
B. Payroll Administration and Statutory Compliance:
- Coordinate and process monthly staff payroll, ensuring accurate calculation of salaries, allowances, overtime, and deductions.
- Ensure timely calculation, filing, and remittance of statutory deductions and taxes (e.g., RSSB contributions, PAYE, and withholding taxes) with the Rwanda Revenue Authority (RRA) and other regulatory bodies.
- Ensure proper compliance with electronic billing machine (EBM) systems and tax regulations for all institutional revenues and expenditures.
C. Budgeting, Financial Reporting, and Audit Support:
- Assist in the preparation of annual institutional budgets, periodic financial forecasts, and cash flow projections.
- Prepare accurate and timely monthly, quarterly, and annual financial statements, trial balances, and budget variance reports for management and the Governing Body.
- Maintain comprehensive financial records and audit trails to facilitate internal audits, external financial audits, and institutional compliance reviews.
- Reconcile project and grant accounts, ensuring funds are utilized in accordance with donor and institutional guidelines.
D. Advisory, Internal Control, and Asset Management:
- Assist in the design, evaluation, and strengthening of internal financial controls to safeguard institutional assets and mitigate financial risks.
- Participate in periodic physical fixed asset inventories, asset tagging, and depreciation schedules maintenance.
- Provide financial guidance to department heads and project managers regarding budget utilization and expenditure tracking.
D. Special Projects and Administrative Duties:
- Participate in financial system upgrades (e.g., migration or optimization of accounting software such as QuickBooks, ERP systems) and process automation initiatives.
- Stay current with developments in public financial management, tax legislation, higher education funding, and accounting standards (e.g., IFRS/GAAP).
- Perform other finance-related tasks and special investigations assigned by the Director of Finance or institutional management.
3. Qualifications and Experience
- Education: Bachelor’s degree in accounting, Finance, or Business Administration (Finance/Accounting option). A master’s degree in these areas is an added advantage.
- Professional Certification: Progress towards professional accounting qualifications (e.g., CPA, ACCA) is strongly desirable.
- Experience:
- Being between 30 and 45 years old.
- Minimum of 3 to 5 years of progressive professional experience in financial accounting, auditing, bookkeeping, or financial management, preferably within a higher education institution, health sector, or reputable corporate/non-profit organization.
- Demonstrated proficiency and hands-on experience in using computerized accounting software (e.g., QuickBooks, Sage, or institutional ERP systems) is a must.
- Strong working knowledge of tax compliance regulations, payroll management, and financial reporting standards.
4. Required Skills and Competencies
A. Technical Skills:
- Thorough knowledge of accounting principles (IFRS, GAAP), financial reporting standards, and public financial management practices.
- Proficiency in advanced data analysis and spreadsheet tools (e.g., Microsoft Excel, financial modeling) to interrogate financial datasets.
- Strong understanding of internal control frameworks, risk management, and audit requirements.
- Familiarity with Electronic Billing Machine (EBM) systems and national tax filing procedures.
B. Soft Skills:
- Analytical and Critical Thinking: Ability to analyze complex financial data, reconcile discrepancies, and identify root causes of financial variances.
- Communication: Clear and effective written and verbal communication skills, with the ability to present financial information to non-financial managers.
- Interpersonal Skills: Strong collaborative and professional relationship-building skills when dealing with staff, students, vendors, and auditors.
- Problem-Solving: Proactive and solution-oriented approach to resolving accounting bottlenecks and ledger discrepancies.
- Integrity and Objectivity: Unquestionable professional ethics, high standards of honesty, and strict adherence to financial confidentiality.
- Attention to Detail: Meticulous accuracy in data entry, invoice verification, reconciliation, and financial statement preparation.
- Time Management: Exceptional ability to manage multiple priorities, meet strict monthly reporting deadlines, and perform under pressure during audits.
5. Personal Attributes
- High level of professional integrity, transparency, and absolute confidentiality regarding financial and payroll data.
- Vigilant, objective, and methodical nature with strong dedication to internal control compliance.
- Adaptable and resilient in a dynamic academic and healthcare training environment.
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4. Human Resource Officer
JOB VACANCY: HUMAN RESOURCE OFFICER
Organization: RULI HIGHER INSTITUTE OF HEALTH (RHIH).
Department: Office of Administration and Finance.
Job Level and Type: Level 3 – Full time.
The age range: 30-45 Years.
Reports to: Deputy Vice Chancellor in charge of Administration and Finance.
Location: RHIH Headquarters in Ruli Sector, Gakenke District, Northern Province.
1. Job Summary
The Human Resources Officer at RULI HIGHER INSTITUTE OF HEALTH is responsible for managing and coordinating comprehensive human resources functions designed to support the Institute’s strategic objectives and operational efficiency. This role ensures the implementation of sound HR policies, fair labor practices, and effective talent management across the Institute’s diverse functions, including academic administration, research departments, student services, and support staff. The HR Officer will oversee recruitment, talent development, performance management, employee relations, payroll administration, and HR compliance within a higher education and health training environment.
1. Key Responsibilities and Duties
A. Talent Acquisition and Onboarding:
- Coordinate end-to-end recruitment processes, including drafting job descriptions, posting vacancies, screening candidates, organizing interviews, and conducting reference checks.
- Assist in the development and execution of recruitment plans specific to higher education and health institutions (e.g., academic faculty, clinical instructors, administrative and support staff).
- Facilitate seamless onboarding and induction programs for new employees to ensure integration into the Institute’s culture and operational standards.
- Manage employment contracts, appointment letters, and personnel files in compliance with labor laws and institutional policies.
B. Performance Management and Staff Development:
- Administer the Institute’s performance appraisal system, ensuring timely evaluations, goal alignment, and feedback delivery for all faculty and staff.
- Identify institutional training and development needs based on performance reviews and strategic priorities, coordinating relevant professional development programs.
- Support career development pathways and capacity-building initiatives for academic and administrative personnel.
C. Employee Relations, Welfare, and Compliance:
- Serve as a trusted advisor to management and staff on employee relations, conflict resolution, disciplinary procedures, and grievance handling.
- Ensure Institute compliance with national labor laws, employment regulations, internal statutes, and institutional accreditation requirements.
- Promote a safe, ethical, and inclusive work environment by assessing the effectiveness of workplace policies and code of conduct programs.
- Manage staff leave tracking, attendance monitoring, medical insurance administration, and staff welfare benefits.
D. Compensation, Benefits, and HR Information Systems:
- Oversee and verify monthly payroll inputs, ensuring accurate calculation of salaries, allowances, deductions, and statutory contributions (e.g., RSSB, PAYE).
- Maintain updated human resources information systems and personnel databases, ensuring data integrity, confidentiality, and security of employee records.
- Assist in payroll audits and collaborate with finance and internal audit functions to resolve any compensation or HR-related discrepancies.
E. Special Projects and Administrative Duties:
- Participate in organizational restructuring initiatives, policy reviews, and strategic HR projects as assigned by management.
- Assist in coordinating HR-related documentation for internal and external institutional audits.
- Stay current with developments in labor legislation, higher education administration, and human resource management best practices.
3. Qualifications and Experience
Education:
- Bachelor’s degree in human resource management, Management, Public Administration, Industrial Psychology, or a related field. A master’s degree in these areas or in Business Administration is an added advantage.
- Professional Certification: Professional certification in Human Resources (e.g., CIPM, CHRP, SHRM) is highly desirable.
Experience:
- Minimum of 5 years of progressive professional experience in human resources management, personnel administration, or talent operations, preferably within a large or mid-sized organization.
- Essential experience working in higher education, the health sector, or non-profit institutions is a significant advantage.
- Demonstrated experience in payroll management, performance appraisal systems, and labor law compliance.
- Proficiency in using institutional management software or payroll/HR software is a must.
4. Required Skills and Competencies
A. Technical Skills:
- Thorough knowledge of labor laws, employment standards, and HR best practices.
- Strong understanding of compensation, benefits administration, and payroll processing principles.
- Proficiency in data analysis and management tools (e.g., advanced Excel, HRIS databases) to handle personnel metrics and reporting.
- Familiarity with institutional policy formulation and implementation.
B. Soft Skills:
- Analytical and Critical Thinking: Ability to evaluate organizational structures, assess workforce trends, and develop constructive solutions.
- Communication: Excellent written and verbal communication skills, with the ability to draft clear employment policies, reports, and memos.
- Interpersonal Skills: Strong ability to build professional relationships, handle sensitive negotiations, and work collaboratively across departments.
- Problem-Solving: Proactive and diplomatic approach to resolving employee relations and administrative challenges.
- Integrity and Objectivity: Unquestionable professional ethics, strict adherence to confidentiality, and the ability to remain impartial.
- Attention to Detail: Meticulous in managing personnel records, contracts, and payroll data.
- Time Management: Ability to manage multiple priorities, meet tight payroll/recruitment deadlines, and perform under pressure.
Personal Attributes
- High level of professional integrity, confidentiality, and discretion regarding personnel matters.
- Empathetic, approachable, and diplomatic nature with strong emotional intelligence.
- Adaptable and resilient in a dynamic academic and healthcare training environment.
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