Vacancy Announcement: Human Resources and Admin Assistant
Number of Post: 1(One)
Supervisor: Executive Secretary, Human Resources and Admin Manager (HRM)
Duty Station: Kigali, Rwanda
Employment: Full-Time
Duration: 1 year contractual – Renewable
Effective: January 01, 2024
Background
King Faisal Hospital Rwanda Foundation (KFHRF) is a non-profit NGO dedicated to advancing Rwanda’s health sector through specialized medical care, clinical research, education and social welfare programs. KFHRF collaborate with various institutions, aiming to elevate healthcare standards.
Job Purpose
KFHRF is seeking applications from qualified individuals for the role of Human Resources and Admin Assistant to work closely with the Executive Secretary and HRM. S/he will play a pivotal role in assisting the Human Resources functions and Administrative processes of the KFHRF and our secondee employees across different institutions.
Responsibilities
Under the leadership of the KFHRF Executive Secretary and HRM, the KFHRF Human Resources and Administrative Assistant will be responsible for the following tasks:
Recruitment, Onboarding and Contract Administration:
- Assist the overall HR operations including recruitment, advertising vacancies, shortlisting, conducting written assessments, interviewing, and onboarding of employees
- Prepare all HR operations including contract administration of new positions, the extension of appointments, renewal of non-staff contracts and separation, etc.
- Follow up on the validity of employees’ visas and passports, plane tickets, health insurance, professional licenses and so on.
- Prepare modifications and drawing up amendments to employment contracts, following the Executive Secretary’s advice.
- Ensure the implementation of administrative and HR procedures related to employment contracts
Partnership
- Facilitate the signing of MoUs, cooperation agreements, proposals, and documents
Performance Management
- Remind and ensure the employees complete their performance appraisals, provide feedback, and contribute to their professional development.
Policy development
- Assist in the implementation of Internal Administrative and HR guidelines and systems, policies, Operational Procedures, templates, and best practices. Organize staff, supervise, and manage the entire operational activities including HRM, administrative, and logistics functions.
Report writing and Communication
- Provide managerial support to the Executive Secretary including planning and sequencing priority activities, managing correspondences, coordinating with other partners and stakeholders, report drafting, overseeing of project management, and liaising with the overall management of the diverse office functions.
- Managed all correspondence for the KFHRF – write and review emails, letters, memos, documents, or delegations to appropriate staff members. Facilitated cooperation agreements and proposals preparation, signing, and record keeping.
Compliance
- Ensure compliance with labor laws, regulations and organizational policies
- Ensure the coherent application of Staff Rules and Regulations consistently
Employee Benefits
- Administer employee benefits programs and address employee queries related to benefits
Training and development
- Assess training needs for all staff on HR, Administrative, Medical, Finance and logistics.
- Coordinate training and development programs to enhance the skills and capabilities of employees
Qualification and experience
This position requires academic and work experience as listed below. Female applicants are highly encouraged.
Education
- Minimum Bachelor’s degree in Human Resources, Business Administration or related field.
Knowledge and Experience
- A minimum of three years of working experience in the same position is required.
- Proven HR and Administration experience, preferably in healthcare or a similar industry.
- Basic Knowledge of Rwanda labor laws and Regulations
- Proficient use of Microsoft Word, Excel, Google Docs, and PowerPoint
Language
- Fluency in oral and written English is required. Working knowledge of French is an added asset.
Competencies
- Values: Integrity, Embracing diversity and human rights, Embracing change, Embracing change.
- Core: Achieving results, Being accountable, Professionalism, Teamworking
- Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others, and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style, and format to match audience; demonstrates openness in sharing information and keeping people informed.
Assessment
Qualified applicants will be evaluated through a written assessment and competency-based interview and/or other assessment methods.
Disclaimer
KFHRF does not charge any application, processing, training, interviewing, testing, or any other fee in connection with the application or recruitment process. We cannot be held accountable for any fee paid to any agency or agent to help you in your application and, we do not collect information on whether you have paid any fee to any agent.
How to Apply
Interested candidates who meet the required qualifications and experience are invited to submit only a CV (not exceeding three pages) and a one-page cover letter explaining their motivation and why they are suited for the post. Applications should be submitted via https://forms.gle/3n8BxUZB7wupYcRn8 by Saturday, December 16th, 2023, at 23:59 CAT. Note: only shortlisted candidates will be contacted.
Signed and approved by:
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