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Saturday, 7 October 2017

HR & Administration Officer

Posted By on Saturday, October 07, 2017

Voluntary Service Overseas (VSO) is an international development charity with a vision for a "world without poverty" and a mission to "bring people together to fight poverty". VSO recruits professionals to work as volunteers, living and working alongside local populations in developing countries. VSO was founded in 1958, and currently works in 23 countries in Africa, Asia and the Pacific.

VSO started work in Rwanda in 1998 at the invitation of the Government of Rwanda and it focuses on programmes in Education, disability and youth/national volunteering. VSO Rwanda's work revolves around six development goals including, Secure livelihood, HIV/AIDS reduction, Education, Participation and Governance, Health and Disabilit

Job Position: HR & Administration Officer
Kigali, Rwanda
None applicable
Permanent: Full Time, 35 hours per week

About VSO
VSO is the world's leading development organisation that works through volunteers to fight poverty. We are unique in the way we bring people together to share their skills and experience, generate insights and ideas and, most of all, take action against poverty and exclusion. It's a highly effective approach that works, and today is helping millions of people in some of the world's poorest communities lift themselves out of poverty.

Role overview
  • Provide support in projects hiring, support managers in developing job descriptions, updating jobs in VSO’s recruitment system.
  • Provide advice to partner organisations on VSO recruitment processes.
  • Timely provide recruitment plans
  • Ensure preparation of job specific interview guides in collaboration with Hiring managers.
  • Manage Screening & short-listing of applicants.
  •  Lead role in Planning and facilitating interviews with Country Office panels and Participating in interview panels (as applicable)
  • Carry out reference check, police clearance report and ensure that all new entrants have signed off all relevant policies as per the standard practice;ensure induction plan for new staff and volunteers
  • Provide Monthly accurate recruitment and Induction reports.
  • Monitor country office recruitment plans for each program and maintain status reports for reference by country management team and Global Recruitment and Selection Manager;
  • Ensure proper recruitment reports are generated and authentic recruitment documents are documented VSO staff and volunteers files;
  • Induction and On boarding
  • support in reviewing policies in line with recruitment and Induction;
  • Coordinate and ensure appropriate Orientation and on boarding process for new staff and volunteers;
  • Constantly review and update recruitment and induction policy
  • Support programme teams on projects staff and Volunteer placements as appropriate;
  • Compile and consolidate information and produce new staff induction pack.

Customer Relations

  • Provide appropriate support to recruitment candidates and ensure good public relation with both internal and external clients
  • Ensure timely, appropriate and effective feedback to applicants as appropriate;
  • Receive and orient new employees and volunteers as appropriate;
  • Ensure timely and appropriate introductory information VSOR staff for information.

VSOR staff & Volunteer Management and Support:

  • Update posting of guidelines on Learning Hub in order to reflect changes in government policies and ways of working in the country office.
  • Oversee management of medical insurance of staff and volunteers as per the global process
  • Respond pro-actively staff and volunteer support needs, develop and maintain a dialogue systems to facilitate a ‘one team’ approach.
  • Ensure staff and volunteer onboarding is conducted in accordance with legal requirements, including visas, work permits and police clearance.
  • Ensure volunteers are briefed on CO Procedures and take lead in development of the Volunteer Committees.
  • Manage the process and ensure consistency and completeness;
  • Ensure appropriate documentation staff and Volunteers documents;

Staff management

  • Support in manage performance by setting annual performance targets and evaluating their successful achievements;
  • Facilitate staff individual development plans in order to optimize team performance.
  • Promote a culture of high performance, customer service, continuous improvement, positive communication and teamwork spirit.

Systems :

  • Ensure VSO staff and volunteer data administration is undertaken to enable accurate, up to date records, including contact details and emergency contacts.
  • Ensure periodic systems updates in line with various requirements

Ensure the recruitment information and status are updated in salesforce system.


  • Support in putting in place policies that support effective functioning of the Country Programme;
  • Recommend policy reviews in accordance with ever-changing Organizational needs;Management staff and Volunteer files
  • Ensure staff and volunteers files are kept in accordance with the VSO Data Protection and Confidentiality Policy.
  •  Ensure accuracy, completeness and appropriateness of staff and volunteer files,
  • Keep staff and volunteers files in a safe but easily traceable format.
  • Ensure staff and volunteers files are kept updated on regular basis and all required documents are filed.
  • Ensure periodic audit staff and Volunteers files, provide report on compliance to Data Protection policy and proactively update them; Contract, Acceptance, Visa and work permit processing
  • In consultation with the HR Business Partner prepare contracts and offer letters for new staff and ensure legal compliance.
  • In collaboration with line managers, prepare acceptance letters for the required volunteers,
  • Process and ensure timely acquisition of relevant VISA and work permit documents for staff and Volunteers.

Fulfill any other appropriate level responsibilities as defined or directed by the line manager from time to time.
Skills, qualifications and experience required


  • Bachelor’s degree in Human Resources; Social Sciences or Operations or related field.
  • At least 2 years relevant experience with evidence of people management.
  • Proficiency in the use of Microsoft Office applications
  • Fluent in English
  • Very good communication skills (written and speaking
  • Experience in working with international Non-Government organizations and with Government Officials.
  • Experience of working with international volunteers.
  • Clean driving license.
  • Able to undertake occasional travel within country.

Essential skills and Knowledge:

  • Planning and Time Management: significant experience of an administrative role, managing and prioritizing a varied workload, achieving high quality results, meeting deadlines with minimum supervision.
  • Relationship Building Skills: ability to build strong working relationships and partnerships in a multi-cultural environment and work as a collaborative team member. Cultural sensitivity, commitment to diversity.
  • Communication Skills: clear, sensitive oral and written communication skills, fluent in English, confidence in communicating across VSO and externally
  • Problem Solving: ability to develop multiple ideas, comparing and evaluating each to ensure best possible decision.
  • Flexibility: able to adapt to new and demanding situations.

Human Resources

  • Knowledge of Country employment and immigration laws.
  • Experience of using Human Resources information systems and running a range of reports.
  • Understanding and commitment to data protection and equality and diversity issues.
  • Experience of working with different cultures and backgrounds.
  • People Management - Ability to support others. Demonstrable commitment to delivering excellent customer service.
  • International Development - Understanding of the role volunteering in Country.
  • Flexibility to adapt to new situations, with a positive attitude to working in an international organization. Able to travel occasionally.

Problem Solving
Commitment to VSO values
VSO reserves the right to close this job early if we receive a sufficient number of applications.

How to apply
If you’re interested in applying for this role, please download the job description to read more details about the position and the skills and experience we’re looking for. To submit your application, click on ‘Apply now’ and complete all relevant fields on the online application form.

Application closing date 19 Oct 2017

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