Job Purpose:     

Interacts with a diverse range of internal and external stakeholders providing customer and employee focused and timely HR administration service to the HR department and provide support to managers and employees in line with operational and organisational policies and procedures. Primarily responsible for payroll administration.

Key Performance Areas

Client and Stakeholder Perspective

  • Development and maintain relationships at all levels internally; programme,  project managers and partners.
  • Provide high quality services rendered to client according to Company standards and in line with funder requirements.
  • Provide administrative support to managers in HR processes.

Financial Perspective

  • Create purchase orders and process invoices for payment for all HR/Payroll service providers, other consultants, and/or other HR related payments.
  • Administer payment for long service awards accordingly.
  • Identify risks and alert HR manager of identified issues for appropriate management.
  • Manage Company assets efficiently e.g. tablets, laptops, cars and other equipment
  • Contribute to the annual draft of HR budget planning in support of HRM.

Organisational Processes

  • Ensure an accurate human resources filing system and information repository is maintained
  • Maintain up to date staff database (Total Headcount) and Organogram
  • Create new files for all new employees, ensure all personnel documents are filed in locked cabinet
  • Maintain control mechanism to access Personnel files
  • Support HRG/HRO in the implementation /maintenance of HR systems and relevant databases to enter data and maintain accordingly.
  • Assist and update People 300 system, WebSS, Sage Evo and EE data.
  • CDC timesheet coordination – reminders to staff of completion/check for authorisation and follow up on missing or incomplete timesheets
  • Prepare and compile payroll documents for payroll processing
  • Capture all payroll input for Payroll Officer to review
  • Maintain the job profile management component by ensuring that new engagements are linked to positions
  • IND CON payments and maintain monthly payment schedule
  • Assist with drafting of AODs
  • Assist with payroll reporting and payslips
  • Leave management (ESS and manual leave forms captured and file)
  • Assist with drafting increase letters and distribution to staff
  • Ensure garnishees and medical aid is paid monthly on time
  • Assist with SA Stats compilation
  • Employment confirmations
  • Assist with employee benefits administration.
  • Assist with UI19s, Salary schedules and Certificates of Service
  • Assist and support the HRM in the update of HR policies and procedures.
  • Assist and support the HRM with HR audits and handle general related queries.
  • Develop and maintain administrative systems and procedures to provide support for HR activity and projects which may include arranging meetings, travel requests, ordering stationery, prepare stats reports, follow up on action points as and when required.
  • Implement and comply with HR and donor policies.

Human Capital

  • Identify own skills gap and develop personal skill development plan annually
  • Initiate personal performance management.
  • Identify and attend relevant courses, conferences and training relevant to own job and development performance management.


  • Constantly learn about the HR profession through research, subscribing to relevant publications and participating/attending relevant trainings. Relay all new information to HRM so that  suitable strategies can be developed and implemented and advise HR team.
  • Ensure compliance with all relevant legislation service standards
  • The role holder will from time to time be required by HRM to carry out any other duties that are within the scope of the job.

Education, Language & Qualifications   

  • A minimum bachelor’s degree or Diploma in HRM
  • HR Certification.
  • English language proficiency both verbal and written.

Essential Knowledge, skills and Experience        

  • At least 3 to 5 years’ experience in human resources management
  • Ability to manage people in a participative and empowering way
  • Written and verbal communication skills
  • Ability to liaise with people at all levels – internally and externally
  • Solid knowledge of all South Africa relevant legislation (LRA, EEA, BCEA, OHSA)
  • Solid knowledge of payroll including the ESS module.
  • Relevant knowledge and understanding of People 300
  • Understanding of payroll
  • Spreadsheets, databases, word processing and internet/email
  • Report Writing
  • Effective Communication , influencing, planning & organizing skills
  • Dynamic, ability to work independently and in a team, commitment to equity & cultural diversity.
  • Ability to manage people in a participative and empowering way
  • Excellent writing skills including ability to package information for different professional and non-professional audiences.
  • Excellent level of computer literacy including knowledge of various multimedia tools to disseminate information to target audiences.
  • Good interpersonal skills to work with internal and external stakeholders.
  • Ability to think critically and creatively.
  • Good level of self-organisation and ability to multi-task, balancing competing priorities often under pressure.
  • Ability to work with minimum supervision, independently and collaboratively as part of a team.
  • Willingness to travel and work outside normal office hours.

Desirable Knowledge, skills and Experience       

  • Experience of working in a public health setting in government or NGOs.

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