HR & Operations Manager at Sustainable Growers Rwanda: Deadline: 23-10-2020

POSITION: HR & Operations Manager

REPORTS TO: SGR Director

SUPERVISES: Support Staff

LOCATION: Kigali

STATUS: Fixed Term Contract

JOB SUMMARY/PURPOSE

Responsible for carrying out key Human Resource duties and providing operational management and coordination of support for SGR’s program activities in Rwanda, DR-Congo, Tanzania and SGR affiliates (LLC and Q Coffee Ltd), through directing and efficient use of resources to achieve program targets.

MAIN RESPONSIBILITIES

The responsibilities are but not limited to

Human Resources:   

• Maintain accurate Human Resources records for organizations in all departments. This includes employee recruitment, preparation of paperwork for new hires, new hire orientation, compliance with Rwanda, DRC, and Tanzania labor laws, maintaining a schedule for employee reviews, contact person for employee issues or complaints, and updating and maintaining current job descriptions for all positions
• Monitoring and negotiating health insurance policies and liaising with the broker;
• Identifying policy needs for human resources and working with the SGR Director to implement those policies;
• Acting on hiring needs identified by Directors for each of their respective program areas;
• Keeping track of employee anniversaries and birthdays and other personal milestones for appropriate celebration and acknowledgment of such milestones
• Work with to maintain confidentiality and physical records of all NGO and LLC/ Q Coffee Ltd personnel files;
• Working with Directors of each program area to ensure timely delivery of Employee Performance Appraisals as per the internal HR Policies;
• Work with Directors to assure that staff are taking appropriate rest periods from work and using their annual leave so that large balances of unused leave are not accumulating;
• Work closely with SGR Director on implementation of new policies and procedures regarding travel per diems and reimbursements for staff and Program Beneficiaries;

Coordination

• Coordinate the schedule or rent vehicles for staff to travel to the field when needed;
• Facilitate the negotiation and procurement of vehicles or enter into long-term leases within the allowed budget for the NGO, LLC, and Q Coffee Ltd vehicles;
• Provide training as needed and directed to the support staff on the calendar of field visits;
• Provide additional direction to the support staff and drivers as needed regarding repair and replacement of Company vehicles;

Operations

• Develop and maintain all internal procedures, policies, and structures required to create an efficient and effective working environment.
• Correspond with vendors, volunteers, and contractors, assisting Directors
• Identify and improve existing administrative and operations systems;
• Coordinate between each program area efforts to ensure smooth delivery of objectives;
• Schedule and Facilitate Staff meetings to ensure consistent and clear communication of NGO Program, LLC, and Q Coffee Ltd activities and alignment of priorities and collaboration between teams;
• Be the “owner” of the internal calendars;
• Vet potential partners for the organization – act as the first point of contact, filter the requests, and direct toward the appropriate program area;

Event Management

• Plan and coordinate logistics of events with event planners, hotels, vendors, exhibition partners, local sponsors, and other stakeholders;

REQUIREMENTS OF THE ROLE

• A Bachelor’s degree in Business Administration, Agriculture Economic or other closely related degree.
• A post-graduate qualification and or experience in Human Resource shall be an added advantage;
• At least 3 years of progressive supervisory work experience in a busy organization or agricultural setting in an administrative/operations position.
• Experience in managing and leading other staff teams;
• Leadership, supervision, good interpersonal and decision-making skills are required;
• Strong communication, organization & negotiation skills;
• Good communication skills in both written and oral with practical computer skills and competence in MS Office
• Good skills in English, French and Kinyarwanda.

KEY DELIVERABLES

• Compliant and best practice running of Operations and HR
• The smooth running of field activities with value for money
• Properly scheduled organization-wide activities
• Well organized events

KEY INDICATORS

• Good industrial relations and motivated staff
• Cost-effective activities
• Calendar with harmonized activities
• Number of events