HR and OPS Assistant

HR Responsibilities

• Maintain accurate, up-to-date, and confidential employee files, including personal information and HR-related documentation.
• Ensure compliance with HR policies, procedures, and labor requirements.
• Manage staff leave records, update the leave tracker and plan, follow up with staff, and file all supporting documents.
• Support the end-to-end recruitment process, including sourcing profiles, screening candidates, and scheduling interviews.
• Support in pre-employment actions such as background checks and verification processes.
• Support onboarding by processing HR documentation, reviewing new hire paperwork, and preparing offer letters and employment contracts.
• Support in planning and coordinating staff events, including team-building activities and employee recognition programs.
• Support capacity-building initiatives to ensure staff are equipped to deliver on organizational objectives.
• Foster a collaborative and supportive work environment that promotes professionalism, teamwork, and accountability.
• Coordinate HR processes in collaboration with the Director of Operations, and the Director’s office, including recruitment, onboarding, leave management, and follow-up on performance reviews. 
• Support the implementation of good social practices, including GESI (Gender Equality and Social Inclusion), SEAH (Sexual Exploitation, Abuse and Harassment), and safeguarding measures for all students and staff.
• Coordinate staff meetings, take minutes, and track follow-up actions.
• Support HR-related program rollouts and other tasks assigned by the Leadership Team. 

Operations Responsibilities

• Manage daily office operations, including office supplies to ensure a smooth workflow.
• Order and maintain inventory of office supplies and stationery.
• Assist visitors and ensure a welcoming and professional environment.
• Handle administrative requests and queries from Senior Management and the Director’s Office.
• Sort, dispatch, and track documents while maintaining confidentiality.
• Ensure all correspondence intended for staff is properly logged and accessible.
• Arrange travel for staff and consultants, including booking flights, cars, hotel reservations, and facilitating visa processing when required.
• Support the organization of events, meetings, and other operational activities as needed.
• Provide scheduling support by booking appointments and coordinating meeting logistics.
• Support low-value procurement processes from RFQ to LPO issuance and ensure proper filing of all supporting documents.
• Receive vendor invoices, ensure timely submission to Finance, and follow up on payments.
• Manage petty cash, ensure proper documentation, and conduct reconciliations. 

Minimum qualifications

• Bachelor’s degree in Human Resources, Business Administration, Management, Procurement, or a related field, or relevant Professional qualifications or equivalent relevant experience.
• 2–3 years of relevant experience in HR, Administration, Operations, or Procurement.
• Knowledge of HR practices, Rwandan labor laws, and basic HR documentation.
• Experience with procurement processes, vendor coordination,  
• Experience working with international organizations, NGOs, or private sector companies is desirable.
• Proficiency in MS Office (Word, Excel, PowerPoint); experience with HR or procurement software is a plus. 

Experience

• Strong administrative, organisational, and planning skills, with the ability to manage multiple tasks and prioritise work.
• Attention to detail, problem-solving, and analytical skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Strong data management skills, including maintaining records, logs, and documentation.
• Ability to draft official communications, memos, minutes, and reports.
• Excellent verbal and written communication skills.
• Team-oriented, resourceful, flexible, and adaptable.