Summary
Date Posted: Tuesday, March 03, 2020 , Base Salary: Not Disclosed

JOB DETAILS:
CHAI Rwanda is seeking a highly motivated individual to provide HR and office support functions. The Office and Human Resources Administrator will undertake a variety of Office and HR administrative duties. The ideal candidate should be able to work autonomously and efficiently to ensure the end-to-end running of HR and office operations. He/she will support and coordinate a variety of HR and office Admin activities ensuring that logistics, transport, front desk tasks, parcels & communications, coordination of visitors and office services are provided in the most efficient and timely manner. He/she will also facilitate daily HR functions with evolving HR operational needs of the CHAI Rwanda office. He/she will provide support to both Procurement & Admin. Coordinator and the Senior Human Resources Coordinator by ensuring that all functions are aligned with CHAI overall mission, policies, values and long-term business strategy and are in compliance with local labour laws. This position requires someone with mastery of task prioritization, customer service, and strong problem-solving skills. Ultimately, he/she should be able to contribute to the attainment of specific goals and results of HR and Office administration functions and to the standards and expectations of CHAI Rwanda leadership.
The Office and Human Resources Administrator will report to Procurement & Admin. Coordinator with dotted line to the Senior Human Resources Coordinator for all HR related responsibilities .

Job Responsibilities
Office Administration duties & Responsibilities:
• Provide necessary support to official CHAI visitors as appropriate. This includes managing, tracking and issuance of local phone handsets and sim cards to visitors, logistical matters such as arranging for lunch, transport, office supplies, and answer any queries related to logistics, drafting and processing the invitation letters to facilitate CHAI in country visitors; etc
• Manage office meeting rooms through the available booking calendar
• Supervise and monitor the Office maintenance/Cleaner’s productivity and provide constructive feedback and Coaching where necessary
• Creation of the cleaning schedule and sign sheet for each restroom, kitchen and work areas and monitoring completion of same on daily basis
• In coordination with the office maintenance/Cleaner Conduct regularly informal facility inspection to identify any defect e.g. if there is a need to carry out repairs to the structure, interior and exterior of the building including: drains, fixture and fittings, roof, walls, doors, windows so that appropriate action is taken timely
• Maintaining petty cash and reconciling petty cash to balances ensuring that replenishment is done at the right time
• Welcome guests who arrive in the reception; and serve them according to their needs
• Identify, direct and control the movement of visitors in the office and ensure that the office is at all times secure during office hours
• Mail and parcels: Keep written record of in/out going couriers; Receive incoming parcels; register them and distribute them accordingly
• Answer all incoming telephone calls and handle them accordingly
• Ensure that the notice board for meeting bookings is always well organized and updated
• Responsible for the receipt, control and storage of co-shared supplies and materials
• Monitor all the items received, stored and issued from the stock
• Monitor the level of stock so that minimum stock level is alerted so that replenishment is done on time
• Provide monthly stock report to the supervisor
• Monitor and ensure the security of all goods stored in the storeroom
• Support the office of CD as requested by the Country Director
• Perform any other tasks as assigned by the supervisor
Human Resources duties & Responsibilities:
• Support the Senior HR Coordinator on local end to end recruitment process including but not limited to
• writing up professional job adverts
• Organize shortlisting processes and job interviews
• Support in the organization and managing of new employee orientation including (tour of office, explanation of how to work with different department Finance, CD’s signature solicitation, Logistics, etc.) and on-boarding
• In coordination with program Managers/supervisors, maintain, manage and ensure the accurate tracking of staff used and unused annual leave through the Leave Management System as set out in the leave policy and develop leave reports
• Maintain employee information by entering and updating employment and status-change data; Coordinate with the Senior HR Coordinator to prepare final pay and all necessary document for outgoing staff
• Ensure that all staff have work identity cards
• Schedule meetings, HR events etc. and maintain the team’s agenda
• Help and coordinate with the Senior HR Coordinator to maintain positive work environment through education of HR policies and by fostering and modelling positive work behaviours

Job Skills: Not Specified

Qualifications:
• 5-10 years of relevant work experience;
• BSc/BA in Business Administration or relevant field; additional education in Human Resource Management will be a plus;
• Demonstrated experience in office general administration and HR support;
• Strong administrative skills and Meticulous attention to detail.
• Computer skills including strong knowledge of Microsoft Excel, Word and Office applications.
• Excellent oral and written communication skills;
• Exceptional diplomatic, interpersonal skills and ability to work in group settings;
• Ability to prioritize and multi-task;
• Ability to think creatively and be proactive;
• Self-motivated, team player and takes initiative;
• Proven experience in working with cross cultural staff as well as service providers.
• Basic Knowledge of Labour Laws and employment equity regulations.
• Ability to handle data with confidentiality
• Works well under pressure and meets tight deadlines.
• High level of integrity, sense of responsibility and accountability
• Experience working in an international non-profit environment;
• Strong verbal and written skills in English required. Knowledge of additional languages of Rwanda is a plus;

Job Education Requirements: Not Specified

Job Experience Requirements: Not Specified

Work Hours: 8

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Job application procedure
Interested candidates should email a letter of interest (maximum 1 page) outlining how their background meets the requirements outlined above; CV (maximum 3 pages); and the names of three references to: Chairwandarecruiting@clintonhealthaccess.org  with “CHAI Rwanda: Office and Human Resources Administrator” in the subject line.

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