People And Culture Admin And Hris Officer

JOB OPPORTUNITY

PEOPLE & CULTURE ADMIN & HRIS OFFICER

World Vision is a child-focused Christian humanitarian organization implementing development programmes in 30 Districts of Rwanda. Our interventions in the strategic period of 2026-2030 seek to reach 2.5 million of the most vulnerable children. This is done through programming in Child Protection, and Education, Nutrition and WASH, and Poverty Alleviation (Resilience and Livelihoods).

World Vision Rwanda seeks to hire a qualified, dedicated and experienced Rwandan national for the People and Culture Admin & HRIS Officer role, joining an established and experienced team. This position will be based in Kigali, Rwanda and reports to the People and Culture Manager.

Purpose of the position:

The People and Culture (P&C) Admin & HRIS Officer, will play an important role in supporting P&C/HR business operations through provision of apt general administration support, as well as effective, efficient, accurate and up-to-date employee information and records management, including oversight and timely updating of key P&C processes tracking tools, all of which will be very critical and almost central across the employee life cycle, in supporting the effective and proper advancement of key P&C processes and function including, recruitment & onboarding, contract management, compensation and benefits administration, performance management process, learning & development, employee relation, and staff transition among other things, while ensuring at all times that policies and standards, including the labour law are adequately complied with, as we also advance contribution to measurable improvement of the well-being of vulnerable children and communities in Rwanda, in line with the Organisational and People & Culture strategic goals and objectives.

MAJOR RESPONSIBILITIES

P&C/HR Administration:

• Provide administrative support to the P&C team, including scheduling meetings, taking meeting minutes and follow up on action items.
• Assist in the coordination of training and development initiatives for staff members.
• Manage staff ID cards preparation and distribution.
• Provide quality customer care service to staff and visitors to P&C office.
• Ensure efficient running of office equipment and follow up on maintenance and repairs.

• Effective and efficient administrative support to the P&C team, staff members and visitors to P&C office.

HRIS & Employee Records Management

• Maintain accurate and up-to-date employee records, including personnel files and information, both in the system and in hard/electronic files.
• Ensure compliance with local labour laws and organizational policies regarding record-keeping and data protection.
• Handle periodic bulk filing i.e. contract renewals, merit letters, and policies
• Shall be the WV Rwanda HRIS (Workday) super user and responsible to maintain and update the HR data and information in the (HRIS) system.
• Ensure that all available Workday system modules are fully operational with accurate and complete information for decision making.
• Facilitate and induct all employees, including new staff onboard on how to explore and adequately use the Workday (HRIS) system, which mainly includes the Employee Self Service as well as Manager Self Service options.
• Shall be the contact person to support both P&C and staff in general, on all issues pertaining to Workday system, including induction/orientation/ and refresher on any new developments and/or changes in the functionality/modules, working in conjunction with the P&C Business Partner and/or P&C Manager.
• Produce reports and analysis from the Workday (HRIS) System for data quality assessment and other key performance measures required by WV.
• Produce reports on recruitment process, gender diversity, performance management, staff turnover, workforce planning and any other key matrixes, for P&C and Senior Leadership decision making.
• Oversee the monitoring and timely updating of key P&C business processes tracking tools and databases, for enhanced operational effectiveness, efficiency and compliance.

• Staff files are kept secure with high confidentiality
• Periodic bulk filing promptly done
• A quality archiving system for former staff file is in place.
• Staff information, on all platforms and formats, is always up-to-date and accurate.
• An effective data management and analytics system to inform appropriate decision-making.

Recruitment and onboarding support

• Assist in the recruitment process by posting job openings, screening resumes, scheduling interviews, and conducting reference and background checks.
• Maintain a database to track the status of recruitment, onboarding, induction, probation, and confirmation processes on a regular basis.
• Support new hire onboarding, including preparing offer letters, scheduling orientation sessions, and ensuring all necessary paperwork is completed.

• Effective end to end recruitment process
• Recruitment tracking is updated on a regular basis
• All necessary recruitment documentation properly recorded

Benefits Administration:

• Assist employees with inquiries related to benefits, including health insurance and other employee benefits.
• Manage medical insurance cards requisition, distribution and cancellation.
• Maintain a file of staff changes that affect their salaries (new hires, leavers, transfers, promotions, etc).

• Staff benefits effectively administered
• Information needed to process the payroll readily available

Qualification

• Bachelor’s degree in Human Resources, Business Administration, or related field. (If the degree is issued by a foreign institution, an equivalence certificate from the Rwanda Higher Education Council (HEC) will be required)
• Experience in Human Resource Information Systems (HRIS
• Knowledge of the local labor legislations.

• Minimum of two years of experience in human resources administration or related role, preferably in NGO setting.
• Excellent organizational skills with the ability to manage multiple tasks and priorities effectively.
• Strong attention to detail and accuracy in data management.
• Excellent communication and interpersonal skills.
• Ability to maintain effective working relationships with all levels of staff
• Proficiency in Microsoft Office suite
• Prudence in handling and managing confidential and sensitive information
• Good writing skills

NB: Women are highly encouraged to apply. 

Skills Required:

• Hr / Public / Admin
• Sales / Marketing / Business / Management