Human Resources Officer at Interpeace. Deadline 15th November 2021

Job Description

Title: Human Resources Officer

Reports To: Human Resources Manager, ECA             

Unit: Global Operations Unit

Duty Station: Kigali, Rwanda

Grade: L4S1     

Background                                                                                                                                    

Interpeace is an international organization for peacebuilding that supports locally led peacebuilding initiatives around the world. Interpeace tailors its approach to each society and ensures that the work is locally driven. Together with local partners and local teams, Interpeace jointly develops peacebuilding programmes and helps establish processes of change that connect local communities, civil society, government, and the international community.

As a strategic partner of the United Nations, Interpeace is headquartered in Geneva, Switzerland, and has offices around the world.

For more information about Interpeace, please visit  www.interpeace.org

Position within the Organization                                                                                                                                    

The HR Officer is a member of the Global Operations Unit which encompasses Finance, IT, Administration, Legal, Internal Audit, and HR. The Global Operations Unit is led from the Headquarters office in Geneva, although team members are based in different locations around the world including in Bosnia, Côte d’Ivoire, Guatemala, Kenya, Switzerland, Tunisia, Rwanda, etc.

Under supervision from the HR Manager, ECA, the HR Officer maintains an efficient and effective human resources function at the designated region. S/he works closely with finance and programme teams to create a more efficient and effective human resources function for an agile, responsive, and high performance Interpeace.

 Purpose and General Overview                                                                                                                                    

The HR Officer will be part of team that implements talent management and development interventions, key HR initiatives, and the HR strategy to ensure that the frameworks are appropriate for and relevant in Rwanda programme, ECA context, and overall Interpeace organizational objectives.

The HR Officer will also support the HR Administration across the full HR spectrum, employment cycle management, and ensure full compliance of human resources processes, procedures, rules, regulations, policies, and strategies in accordance with Interpeace’s internal policies aligned to local regulations.

The HR Officer gathers HR information, exchanges and consults with all colleagues stationed in offices across the region/country for enhanced, relevant, and contextualized human resources management. S/he provides professional advice and counsel to colleagues in the Rwanda Programme regarding HR best practice under the guidance of the HR Manager, ECA, and Talent Development and Training Officer.

The HR Officer retains a primary focus on diversity and gender equality and ensures these are reflected and promoted in all aspects of the work.

Duties and responsibilities

Specific Duties

1. Recruitment

• Ensure the implementation of the institutional recruitment frameworks, methodologies, workflows, and policies that attract and secure high-performance talent in the Rwanda Programme.
• Coordinates the recruitment of Rwanda-based positions, and participates in interviewing processes
• Develop strong cooperation with hiring managers to understand their strategic staffing needs and fill vacancies in a timely manner with high caliber candidate

2. Contracting and HR Administration

• Drafts staff contracts and consultancy contracts in discussion with hiring managers and HR Manager ECA. This includes monitoring consultant fees for fair and coherent practices as per the established institutional workflows and processes.
• Maintains complete personnel files for employees in Rwanda staff and manages employee records
• Coordinates and maintains an updated leave plan for Rwanda staff
• Maintains the HR online platform (Natural HR up to date) for all employees in Rwanda programme
• Manages the procurement of staff insurance as needed while adhering to the organization’s policies and procedures and is responsible for administering these appropriately
• Ensures that accurate payroll is prepared, and statutory payroll deductions are remitted to revenue office
• Collaborate and cooperate with the Finance team providing accurate and timely information for payroll and ensure tax compliance with government authorities.

3. Management of employee work cycle:

• Serves as focal point for all personnel related issues for the Rwanda programme
• Coordinates successful employee onboarding and set up for the programme, ensuring the timely provision of services to create the best possible experience for new starters
• Together with HR Manager, ECA, manage specific issues of conflict or grievances related to HR organizational policy and procedure
• Coordinate with HR Manager, ECA, and other internal stakeholders and managers, employee separations including disciplinary processes, terminations, and exit interviews. Ensures that all required paperwork is completed including relevant letters, PAF forms, End of Service form, carry out Exit Reflection Interviews, Employee certificates, insurance notifications, and notification to relevant authorities
• Oversees duty of care, employee wellbeing, and the implementation of safety and security policies in Rwanda programme

4. Performance management and staff development

• Support with the coordination of the performance management processes including performance planning, preparing performance documentation, coordinating meetings, and providing guidance and support as needed
• Monitors the completion of the performance management framework and reports on progress to HR Manager, ECA.
• Supports the Talent Development and Training Officer with collecting staff development needs from ECA and supports the implementation of staff development initiatives and policy that optimize performance, strengthen transformational leadership, change management, and innovation, as well as continuous improvement of capabilities

5. Compensation and Grading

• Implements the institutional frameworks and policies in Rwanda programme that facilitate fair, consistent, and coherent salary levels and job grading

6. Job description 

• Provide input and ensure all Job descriptions are up to date and accurate.

Other

• Continuously monitors and stays up to date with the latest legislative and employment regulations in Rwanda, informing HR Manager ECA on any misalignment with legislative compliance and ensuring that HR practices and policies in ECA are aligned with local regulations
• Collects HR information from the region and provides recommendations to HR Manager, ECA to address shortfalls and maintain what’s working well
• Recommends to HR Manager, ECA any HR process enhancements, improvements in policies and procedures, and any other innovation changes that would optimize HR management at Interp
• Ensures that Interpeace’s values are integrated into the organization’s way of working, are embraced and communicated to
• Complies with and champions all workplace health and safety policy and procedures while taking reasonable care at work to ensure safety. Any hazards observed should be reported to the line manager and HR Manager ECA

Scope and impact

• Responsibilities and objectives are assigned with some latitude for administrative decision-making using defined guidelines from the direct manager, the HR strategy, policy, signed/agreed documentation, and administrative directives. Unusual problems are discussed with supervisor for clarification, conclusion, or escalation.
• Informs and interprets HR policy and practice for validation
• Provides functional advice and HR guidance to Rwanda staff, with some control responsibilities for maintaining standards
• Work conducted by the HR Officer impacts all employees in Rwanda programme and overall institutional policies, processes, and practices related to Human Resource

 Planning & Implementation

• Informs and supports the design and planning of the HR strategy
• Responsible for achieving HR deliverables in line with operation plans and budget requirements and maintains and implements HR procedures in accordance with the policy
• In conjunction with stakeholders, conduct risk assessments and escalate in accordance with risk framework
• Executes institutional streamlined processes, practices, programmes, and working methods to effectively attract, develop and retain a high performance and diverse workforce in Rwanda programme
• Provides regular updates to ensure that HR and employment policies in Rwanda are in line with local regulations and the strategic direction of the organization.

Qualifications: Education

• First level University degree in Human Resources, psychology or organizational psychology or equivalent experience in a human resources role

Experience

• Minimum of 4 years of experience in a human resources role
• Minimum 2 years of experience providing advice and support across all levels of an organization
• Experience in fully spectrum of employment cycle recruiting and facilitating the onboarding of staff
• Experience in development and implementation of HR strategy and Human Resources administration
• Experience formulating HR procedures and ensuring staff understanding and engagement

Competencies

• Understanding of the Labor regulations that guide employer/employee relationship
• Good understanding of and ability to apply human resource management theories and principles
• Basic understanding of the latest developments and trends in HR
• Excellent communication and stakeholder engagement skills and attention to detail
• Ability to work autonomously with high attention to detail across all areas of human resources in a high-volume, fast-paced environment
• Personable and professional approach, able to deal with confidentiality, and be technologically savvy
• Strong written and oral communication skills in English language would be an asset.

Interpeace Competencies

• Collaboration and Weaving
• Communication
• Drive for results
• Adaptability and Continuous Learning
• Respect for Diversity

Other assets

• Professional in Human Resources (PHR) certification and/or other HR certificate
• Experience with non-profit or international organizations
• Sound knowledge of gender equality challenges as they relate to the work environment and employment

Success Factors

• Has a broad HR background and understanding
• Identifies with and is committed to Interpeace’s core values and working principles
• Commitment to inclusiveness
• An innovative, critical thinker with extensive problem-solving skills

How to apply

Qualified candidates are invited to submit their application to recruitment-eca@interpeace.org not later than 15th November 2021

The position will remain open until a suitable candidate would be identified. Please apply early.

“Human Resources Officer, Kigali” MUST BE included in the subject line of the application email to be considered. The CVs will be reviewed on rolling basis, please apply early. The application must include:

• a complete curriculum vitae
• a letter of interest
• an acknowledgement letter, answering the following questions:

1. Have you ever been criminally convicted or subject to any criminal or administrative penalty by any competent authority? If yes, please specify:
2. Have you ever been terminated or separated (e.g. contract termination, dismissal, non-renewal) or subject to any disciplinary measure or sanction by your employer for fraud, harassment, sexual harassment, sexual exploitation or sexual abuse?
3. Have you ever resigned while under investigation or during disciplinary proceedings?

a) Confirming the following declaration of understanding:

I confirm the accuracy of the information provided, with the understanding that Interpeace will conduct reference checks to verify relevant information.

I understand that if any false or misleading information is provided in my application, or any material fact suppressed, I may not be employed, of if I am employed, I may be dismissed.

 Interpeace values diversity among its staff and aims to achieve gender equality both through gender parity at all levels of the organisation and the promotion of a gender dimension in all its work. We welcome applications from women and men, and those with disabilities.

Please note that due to high volume of applications, ONLY short-listed candidates will be contacted.