Human Resources Operations Manager

Position Summary (Brief overview of job)

In this role, the job holder will provide efficient(timely) and effective(right) and responsive HR administrative and transaction services to all the organisation and staff to stimulate employee engagement reward and retention of staff in line with IMB’s strategic objectives. They will lead the design, development, communication, implementation, and administration of the organization’s benefit and compensation plans,  HR systems, policies and processes for HR services delivery.

Job Purpose (Why the job exists):

To implement HR policies and procedures related to staff motivation, engagement, reward and compensation in a bid to promote staff retention and continuous commitment and engagement towards IMB’s Vision, Mission, Values and Strategic Organization objectives.

Reporting:

This position holder will report to the Chief Human Resources Officer of PIH/IMB.

Key Responsibilities:

Payroll, Benefits Administration & HR Budget Management:

• Supervise and monitor the timely and accurate preparation of the monthly payroll; including calculating benefit deductions, Employment taxes and Social Security Contributions; and ensuring statutory declarations of employees’ benefits and contributions, in accordance with existing tax and social security  laws;
• Lead and control the salary review process, the bonus process in order to ensure timely and accurate delivery;
• Assist with evaluation, recommendation, and implementation of changes and improvements in benefits plan;
• Pro-active in preparing information on labor market reward and compensation changes including pay and benefit studies and working with the CHRO in maintaining IMB’s Reward and Compensation policies;
• Lead the application of Job Evaluation/ re-grading in line with IMB HR;
• Manage the Staff Medical Scheme in accordance with contractual obligations such that all medical services to staff are satisfactory and contract procurement reviews are done timely and in accordance with IMB procurement policies;
• Participate in the development, implementation  and monitor the departmental budget in line with the departmental planned activities and financial policies and procedures of IMB; and,
• Serve as a subject matter expert and a point of contact to the CHRO and the management team on pay and benefits management.

Internal Communication & Engagement:

• Manage the preparation for quarterly All-Staff meetings, including documenting and communicating follow-up items;
• Plan and organise IMB wide staff events;
• Promote non work-social activities(such as inter & intra department/site based Team building events)   aimed at achieving a work-life balance & staff engagement and motivation and a conducive work environment for all staff;           
• Promote  internal communication platforms like SharePoint, IMBConnect HR System to drives the communication of IMB misison, values and organisation objectives and goals; and,
• Initiate and promote internal staff feedback systems including but not limited to Organisation  Satisfaction/internal employee engagement/staff satisfaction surveys and support implementation of initiatives directed at continuous employment commitment and motivation.

HR Records Management:

• Ensure timely preparation of offer letters and contracts of employment;
• Lead the preparation of employment confirmation/extension letters in line with probation evalaution reports from Line managers;
• Manage the completeness and accuracy of employee personal files with updated administrative documents, including authorized contracts, job description and offer letters;
• Prepare and initiate for signature all letters of change, transfer and promotions;
• Enforce HR Systems Administration including Leave Management, and Employee Records; and,
• Supervise appropriate documentation of all Administrative and HR issues, including maintaining an appropriate filing system.

Employee Relations Management:

• Review, improve and administer the IMB Employee Recognition Programme in collaboration with other HR team Members and IMB Leadership;
• Ensure all operating premises/sites adhere to health and safety baselines for employees, volunteers and visitors;
• Monitor the implementation of  HR policies and procedures and access staff perceptions of policies, benefits and welfare services;
• Lend support to all Line managers in ensuring all Disciplinary and grievance hearings are carried out in line with IMB HR policy, Rwanda labour laws and HR best practices;
• Maintains confidential records including grievances ad complaints; coordinate their resolution and liaises with IMB’s Legal Advisor(s)to resolve cases where needed, consistent application of disciplinary measures;
• Promote work-life balance through ensuring all departments have annual leave calendars and all leave types are logged on the IMBconnect HR system, devise and promote recreational and team building activites;
• Promote good and mutually beneficial relationships with the Staff Representative Committee to address all emerging and staff issues; and,
• Conduct regular site based ‘HR Clinics’ to ensure all staff are informed and conversant with all HR policies and procedures from time to time.

Other Duties:

• Ensure that all administrative assistance to the departments, including correspondences, staff travels, payment requests against the HR budget, preparation of staff identification cards and medical insurance cards is provided;
• Liaise with cooperative leadership to ensure accurate payments and adherence to legal and human resource practices; and,
• As required deputise for the Chief Human Resources Officer.

Required Knowledge, Skills & Attitudes (Competencies)

To succeed in this role, the incumbent should possess the following competencies backed with the knack to work and live in rural settings:

Knowledge ,Qualifications & Work Experiences:

1. Honours degree in Human Resource Management , Organisational  Psychology or a similar field
2. Master’s Degree in Human resources management, Organisation Psychology, MBA-HR option is an advantage;
3. At least 5 years’  progressive experience in HR especially in similar HR Managerial roles. Experience working in international humanitarian NGOs is a strong plus.
4. Good conceptual understanding of Human Resources Management;
5. Mathematical aptitude;
6. Coaching, mentoring  and counselling skills;
7. First rate understanding of Rwanda Employment Labour Laws;
8. Strong generalist HR experience, especially in; (i) HR Services delivery (ii) experience in benefits and rewards, employee relations, well-being and work life balance; iii) management of HR information systems and processes;
9. Demonstrable knowledge of Budgeting including budget analysis and reporting;
10. Fluency in Kinyarwanda and English is strongly required;
11. Adult Learning Facilitation/Training facilitation knowledge and skills;and,
12. Experiential knowledge and understanding of HR systems and proficiency in Microsoft programmes like Ms Powerpoint, Excel, Word, Outlook.

Behavioural Competencies:

1. Demonstrable Leadership/team management skills;
2. First rate interpersonal skills;
3. Good demonstrable project management skills;
4. Strong customer focus orientation;
5. Strong planning,organizational, critical thinking, analytical, and problem -solving skills
6. Output/Results driven  and the ability to work independently and as a team member;and,
7. Very strong Oral and Written Communication Skills.

Authority Level and Decision Making:

The job holder will exercise the necessary authority over the HR Officer s under him/her but they will however consult the Chief Human Resources Officer on any major decision.

Working Relationships:

The job holder will work hand in hand with the Chief Human Resources Officer, Senior Management team and District Site Leadership(District Project Directors and District Clinical Directors)