2 Job Positions at Association of Microfinance Institutions in Rwanda (AMIR): (Deadline 1 December 2024)

​​​​​​​​​​HR & Administrative Officer at Association of Microfinance Institutions in Rwanda (AMIR): (Deadline 1 December 2024)

HR & Administrative Officer

Terms of Reference Human Resources & Administration Officer

Title: Human Resources & Administration Officer

Location: Kigali- Rwanda

Reporting: The HR & Administration Officer will report to the Finance & Administration Manager.

DESCRIPTION:

We’re seeking a dynamic HR & Admin Officer to join our team. This role is crucial in supporting our organization’s day-to-day operations and fostering a positive workplace environment. The ideal candidate will have strong organizational skills, a keen eye for detail, and a passion for people management.

RESPONSIBILITIES:

OFFICE ADMINSTRATION:

• Procurement Management:
  • Administer the procurement of goods and services necessary for the effective operation of the office.
  • Manage office supply inventory, ensuring timely orders are placed when stock levels are low.
  • Maintain detailed records of office procurements, including equipment, vehicles, and other assets.
• Communication and Documentation:
  • Draft and send standard correspondence on behalf of the AMIR Executive Director and the Chairman of the Board of Directors.
  • Manage all contracts with service providers and consultants, ensuring terms and conditions are adhered to.
• Compliance and Safety:
  • Ensure compliance with health and safety standards within the office environment.
  • Prepare and administer the tender process, including tender awards and contracts.
• Office Management:
  • Maintain office stationery, equipment, and other items, ensuring availability and functionality.
  • Arrange travel and accommodation for AMIR management and guests.
  • Ensure that procurement activities comply with the procedures manual, maintaining effective communication with suppliers.
  • Oversee the organization and daily operations of AMIR.
• Support to Management and Board:
  • Provide administrative and communication support to AMIR Management and the Board of Directors.
  • Assist in preparations, write minutes, and follow up on General Assembly meetings.
  • Support the AMIR Secretariat and Board of Directors in various administrative matters.
  • Supervise the receptionist, drivers, and other support staff ensuring smooth office operations.

HUMAN RESOURCES:

• HR Administration:
  • Administer HR-related documentation and maintain accurate and up-to-date STAFF files and HR databases.
  • Assist in the recruitment process, including identifying candidates, conducting reference checks, preparing appointment letters, and issuing employment contracts.
• Onboarding and Policy Implementation:
  • Handle the onboarding process for new hires, conducting orientation programs to familiarize them with the organization.
  • Implement organizational HR policies and procedures, ensuring compliance with the procedures manual.
• Staff Management:
  • Manage STAFF leave records and assist management in the Annual Appraisal process.
  • Maintain staff personal records in both hard copy and electronic formats.
  • Assist management in the preparation and signing of Annual Performance Contracts for all AMIR staff.
• Legal and Regulatory Compliance:
  • Ensure compliance with employment laws and regulations.
  • Prepare and process staff salaries accurately and in a timely manner.
  • Prepare exit separation documents for staff members who are leaving AMIR.
• Additional Duties:
  • Perform other related duties as required by the Executive Director to support the overall function of the organization.

Required experiences and skills:

• At least 4 years of working experience in HR, Customer care and administration roles
• Hold a bachelor’s degree in human resources, Business administration, or other related fields
• Fluent in English and Kinyarwanda, having French knowledge will be an added advantage.
• Advanced skills in MS Word, Excel and Power point presentation
• Knowledge of HR functions (pay & benefits, recruitment, training & development
• Excellent self-organization, punctuality and reliability
• Strong communication, organizational, interpersonal, problem-solving, and critical thinking skills
• Knowledge of labor laws and disciplinary procedures
• Ability to supervise, maintain confidentiality and use sound judgment on sensitive matters.

How to apply

Interested and eligible applicants should submit the following documents to info@amir.org.rw not later than 01^st December 2024 at 5:00 pm.

Send the documents as one folder and in the subject line, fill in the position of HR & Administration Manager:

• Motivation letter explaining your suitability for the position,
• Curriculum vitae with 3 referee names,
• National ID.
  Copies of the Academic documents.
• Criminal record.

Only Shortlisted candidates shall be contacted for the interview

Done at Kigali on 26 November 2024.

AMIR MANAGEMENT

Communication and Public Relations Specialist at Association of Microfinance Institutions in Rwanda (AMIR): (Deadline 1 December 2024)

Terms of Reference Communication and Public Relations Specialist

Title: Communication and Public Relations Specialist

Location: Kigali- Rwanda with frequent travels to implementing Districts.

Reporting: The Communication and Public Relations Specialist will report to Project Coordinator

Project name: “MSME Financing Project

Job Responsibilities

• Development of Media Relations Strategies:
  • Create and implement comprehensive media relations strategies to enhance the institution’s visibility and public perception.
• Annual Communication Plan:
  • Develop and articulate an annual communication plan that aligns with the institution’s strategic objectives.
• Promotional Material Management:
  • Edit, update, and produce promotional materials and publications, including brochures, videos, social media posts, and other marketing content.
• Press Releases Preparation:
  • Prepare and distribute press releases to inform media and the public about the institution’s activities, achievements, and initiatives.

• Event Organization:
  • Organize communication events such as open days, press conferences, savings weeks, and consumer weeks, acting as the institution’s representative and interface with external stakeholders.
• Advertising and Branding:
  • Ensure that the institution’s advertising and branding efforts are adequate, consistent, and enhance public awareness.
• Media Inquiries Management:
  • Address inquiries from media representatives and other parties, providing accurate information and promoting positive engagement.
• Media Coverage Tracking:
  • Monitor and track media coverage of the institution and follow industry trends to assess impact and inform future strategies.
• Communication Reporting:
  • Prepare and submit regular communication reports detailing activities, outcomes, and insights to stakeholders and management.
• Consultative Meetings and Shows Organization:
  • Organize consultative meetings, press conferences, and appearances on TV and radio shows to disseminate information about the institution’s activities and achievements.
• Article Writing:
  • Write articles highlighting the institution’s achievements, initiatives, and community impact for various communication channels.
• Concept Note Development:
  • Develop concept notes related to communication activities to guide implementation and ensure clarity of purpose.
• Additional Duties:
  • Perform any other duties as assigned by the Supervisor to support the overall communication strategy and objectives of the institution.

Minimum Qualifications, Experience, and Technical Skills

• Minimum of bachelor’s degree in communication, Journalism, any other related field
• Minimum of five (5) years of relevant working experience in communication, media and/or public relations is eligible
• Strong critical thinking skills and excellent problem-solving skills.
• Accountability and Risk management skills
• Fluency in Kinyarwanda, English and or French knowledge of Swahili is an added advantage
• Track record of high ethical standards and responsibility towards duty
• Ability to understand and apply fundamental concepts and principles related to investigating facts, gathering and packaging of information for effective delivery to audiences

Required competencies

Integrity, Teamwork, Inclusiveness, Communication, Client/citizen focus, Professionalism, Commitment to continuous learning, Time management skills, Results-oriented, Digital literacy skills, Ability to develop coordination mechanisms and information sharing platforms, Ability to develop and implement communications initiatives using appropriate tools and channels, Creative thinking skills and solution-oriented attitude, Knowledge of online communication tools with special emphasis in audio-visual production and dissemination

How to apply

Interested and eligible applicants should submit the following documents to info@amir.org.rw not later than 01^st December 2024 at 5:00 pm.

Send the documents as one folder and in the subject line, fill in the position of Communication and Public Relations Specialist:

• Motivation letter explaining your suitability for the position,

• Curriculum vitae with 3 referee names,
• National ID.
• Copies of the Academic documents.
• Criminal record.

Only Shortlisted candidates shall be contacted for the interviews.