Human Resources and Admin Officer

1 week ago

Pretoria, Gauteng, South Africa Global Water Partnership Southern Africa Full time R900 000 - R1 200 000 per year
Terms of Reference: Human Resources & Administration (HR Admin) Officer

Organisation: Global Water Partnership Southern Africa (GWPSA)

Duty Station: GWPSA Secretariat, Pretoria, South Africa

Hiring: Only locally based applicants will be considered (South Africa)

Reporting to: Director - Finance and Administration
Tenure: 36 Months, renewable
Date of Advert: 22 October 2025

BACKGROUND

The Global Water Partnership Southern Africa (GWPSA) serves as the implementing arm of the Global Water Partnership in the SADC region and hosts the Africa Coordination Unit (ACU) and the Africa Water Investment Programme (AIP) Secretariat. Guided by its Constitution, Staff Rules and Regulations, and governance frameworks, GWPSA is strengthening its internal systems to support effective delivery, compliance, and accountability. The HR & Administration Officer plays a dual role of ensuring sound human resource management and efficient administrative operations while also supporting governance processes under the Executive Secretary's office

PURPOSE OF POSITION

The HR & Administration Officer ensures consistent and compliant implementation of HR and administrative policies, processes, and records management in line with GWPSA's Staff Rules and Regulations, donor requirements, and statutory obligations. The position also provides structured support to the Executive Secretary's office in governance administration, ensuring smooth coordination, documentation, and institutional recordkeeping.

KEY RESPONSIBILITIES AND ACTIVITIES

A. HUMAN RESOURCES MANAGEMENT

1. Recruitment and Selection
  • Support in the preparation of job descriptions and vacancy announcements in consultation with supervisors. Managing advertising, shortlisting, and interview processes in compliance with GWPSA Staff Regulations and Rules and equal opportunity principles.
  • Organise interview logistics and maintain documentation (score sheets, references, minutes/reports) including facilitating the interview process, and contracting
2. Contracts & Records Management
  • Draft and manage staff contracts, renewals, and end-of-service documentation. Tracking contract expiry and renewal cycles, alerting management in advance and maintaining secure, confidential personnel files (both digital and physical) records of staff credentials, performance appraisals, training certificates, and disciplinary actions.
3. Onboarding and Induction
  • Develop and maintain a structured on-boarding programme for all new staff organising induction sessions on GWPSA's values, governance structure, Staff Regulations and Rules, and Duty of Care Policy and facilitate IT setup (emails, access rights), and any other processes needed to support on-boarding.
4. Performance Management
  • Coordinate goal setting, mid-year, and annual reviews, tracking probation periods and prepare confirmation documentation providing support supervisors with performance improvement plans (PIPs) where needed.
  • Work with supervisors to ensure timely delivery of performance reviews and capacity development plans for all staff
5. Staff Time and Leave Administration
  • Administer and monitor all leave types (annual, sick, maternity/paternity, study, unpaid). Maintain the central leave register and ensure timely leave submissions and approvals. Generating monthly leave balance and annual liability reports and accurate leave reporting for all donor-financed staff linked to staff time reporting.
  • Support monthly timesheet updating to verify completeness, accuracy, and donor compliance of timesheets
6. Staff Development & Welfare
  • Develop and implement an annual e-learning and compliance training schedule aligned with donor and institutional requirements, ensuring mandatory refresher courses are available for all staff.
  • E-Learning Coordination: Administer and maintain the GWPSA e-learning platform or system, ensuring it hosts up-to-date modules on Staff Rules and Regulations, Code of Conduct, Gender Policy, Duty of Care, Safeguards, Anti-Fraud and Corruption, and related compliance topics.
  • Implement staff wellness activities (team building, health days, counselling). Supporting grievance management and conflict resolution mechanisms
7. Advanced Literacy: HR Systems and Reporting
  • Ability to analyze written outputs from HR systems, compile reports, and communicate findings effectively. Skilled in drafting policy updates, system user guides, and formal HR communications with attention to tone, clarity, and structure
B. ADMINISTRATION

1. Travel & Duty of Care
  • Work closely with Finance to support staff travel requests, approvals, and logistical arrangements. Ensuring compliance with the Duty of Care Travel Policy (risk assessment, insurance) and maintaining an updated travel register (itineraries, emergency contacts, mission reports).
2. HR Compliance
  • Ensure HR/Admin operations comply with SRRs, labour laws, and donor standards and prepare HR/Admin reports for internal committees (HR, Finance & Audit, Governance).
  • Support policy reviews and contribute to the update of SRRs and related manuals serving as a compliance focal point for donor HR due diligence and audits.
3. Governance and Institutional Support
  • Provide administrative and logistical assistance to the Executive Secretary (ES) and Board in executing day-to-day office functions.
  • Draft official correspondence, memos, and briefing notes for the ES. Maintaining confidential records and document flows for the ES Office.
  • Ensure timely preparation and submission of HR/Admin inputs for Board reports, donor submissions, and external engagements.
  • Track implementation of Board decisions and maintain an up-to-dated Board Decision Matrix for review at each meeting. Maintain and regularly update the Governance Registry, including all legal, constitutional, and institutional records
  • Maintain and update the Board Rotation Register in accordance with the approved GWPSA rotation policy
QUALIFICATIONS AND EXPERIENCE
  • Bachelor's degree in Human Resources, Business/Public Administration, or related field.
  • Minimum 5 years of HR and administration experience, preferably within NGOs, international organisations, or donor-funded programmes.
  • Proven experience supporting governance or Board-level structures.
  • Knowledge of South African Labour Law and HR best practices.
  • Strong organisational, communication, and IT skills (MS Office, HRIS, document management systems).
CORE COMPETENCIES
  • Advance computer literacy (MS Office Suite, Adobe, Online HR systems)
  • Integrity and confidentiality.
  • Excellent organisational and recordkeeping skills, analytical and detail-oriented approach.
  • Effective communication and interpersonal skills understanding of institutional governance and Board procedures.
  • Commitment to diversity, equity, and inclusion.
ADDITIONAL INFORMATION

Candidates must be willing and able to travel as needed

APPLICATIONS
  • Candidates should submit application package in English through the online application system and not via email, including a cover letter (with salary history and requirements), and a minimum of three references
  • Submit application on Bamboo:
  • Only short-listed candidates will be contacted within 4 weeks after the application deadline.
  • Qualified female candidates are strongly encouraged to apply.
  • Questions can be directed to
  • Deadline: 24 November :00 (midnight) Pretoria.

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