Human Resources Coordinator

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The South African National AIDS Council Trust (the SANAC Trust) leads South Africa’s response to the national HIV, TB & STIs epidemics. The Trust is building a dynamic team that can facilitate its effective leadership of the national response. We are, therefore recruiting a Human Resources Coordinator for our organization. The incumbent will provide administrative support to the SANAC Trust Human Resources Unit. The position exists is based in Hatfield, Pretoria.

Name of Position             :          Human Resources Coordinator

Reporting to                       :          Human Resources Manager

Location                              :          Pretoria

Job level                              :           C4

Duration                             :          3 Year contract

Advert Date                       :           24 August 2019

Purpose of the job

Providing professional human resources support to the Human Resources Unit.  Enhancing various HR deliverables including: Recruitment, policy adherence and alignment, staff welfare, employee engagement, performance management, and HR administration.


Key Responsibilities

  • Responsible for assisting in all  HR and recruitment processes, from advertising vacancies, longlisting, interviewing and offer stage
  • Conduct first line screening against minimum requirements and submit to the HR manager
  • Set up interviews, interview packs and coordinate assessments
  • Plan properly in accordance with the recruitment model and build a pipeline
  • Partake when requested in interviews of all Unit roles
  • Regret unsuccessful candidates timeously
  • Conduct and submit all relevant background checks timely to ensure process is running smoothly and in accordance with timelines
  • Create and maintain a database of potential candidates and skills for future vacancies
  • Compile employee start up and welcome packs
  • Facilitate organizational orientation with new employees on their first day
  • Complete all on boarding forms in conjunction with new employee for processing
  • Provide necessary information to new employees on benefits available
  • Conduct on boarding reviews with all new employees and prepare on boarding feedback
  • Ensure probation reviews are conducted timeously
  • Advise and educate employees on HR policies and procedures
  • Assist the Human Resources Manager in the delivery of HR policy and procedure including training interventions
  • Manage the termination process for all leavers and submit all termination paperwork
  • Conduct exit interviews and compile exit interview reports for distribution to management
  • Identify trends and discuss action plans with management to decrease attrition
  • Provide support to Line Managers on any conflict matters
  • Ensure HR policies are consistently adhered to within the organization
  • Coordinate all disciplinary hearings (scheduling of chairperson etc.)
  • Capture, file and scan all documentation to the relevant employee files and other HR files
  • Assist the HR Manager and the Social Committee in the coordination and implementation of employee wellness programmes, team building events and days that aims to enhance and promote employee and organizational wellness in line with the wellness plan
  • Support Line Managers in managing poor performance processes in accordance with the performance policy and procedure
  • Conduct internal equity checks and recommend solutions
  • Prepare mock pay slips for successful candidates with the signed off salary offer
  • Prepare Offer Letters as well as Contracts of Employment for new employees
  • Upon appointment of new employee, inform all stakeholders to ensure system setup is ready upon start of employment
  • Capture and file all new employee details
  • Responsible for the administration of all employee information and records (salary changes etc.)
  • Ensure all employee files are up to date with all documentation (electronically on sage and hardcopy files)
  • Supports the HR Manager in identifying internal needs that require interventions
  • Support the HR Manager with the coordination of organizational culture and values interventions
  • Develop and keep the Recruitment Master Tracker and Termination Tracker up to date
  • Support the HR Manager in compiling data for the HR monthly reports
  • Build and maintain relationships with all employees
  • Maintain high HR & Recruitment service levels to support organization
  • Work collaboratively with the HR Manager and employees to maximize productivity
  • Organize and monitor schedules and see that deadlines are met
  • Coordinate efforts within the HR Unit and with outside consultants efficiently
  • Report updates verbally and in written form to HR manager
  • Help to ensure resources are used efficiently and optimally
  • Help discern HR requirements and tasks
  • Complete any necessary administrative tasks
  • Demonstrate commitment to employee needs and confidentiality continuously
  • Liaise with line managers, institutions, sectors and organisations that work directly with the Human Resources
  • Coordinate and compile various information required for purposes of compiling a report for the Human Resources unit
  • Provide necessary information for various over-sight processes, e.g. auditors
  • Manage internal and external correspondence
  • Manage administration of the following:
  • Arrange meetings with staff , external parties and book meeting venues for the unit
  • Make travel arrangements for delegates
  • Take minutes for unit meetings as and when required
  • Process invoices and requisitions for the unit
  • Ordering of refreshments
  • Follow-up on actions/delegated assignments especially after meetings
  • Maintain a proper filing system for the unit
  • Liaise with the procurement office to ensure that procurement processes are followed
  • Assist in any ad hoc requests 


Qualifications, Skills and Experience

  • A Degree or Diploma in Social Sciences/ Human Resource Management / Office Management /Administration or a related qualification
  • Project Management knowledge will be advantageous
  • Able to work as part of a team and independently in a structured, methodical manner
  • Understanding of multi-stakeholder initiatives
  • Able to work in a deadline-oriented environment and manage multi tasks efficiently
  • Minimum 3 years’ administrative experience in a similar capacity or administration
  • High level of confidentiality
  • Excellent writing and communication skills
  • Fluency in English
  • Strong administrative and organizational skills
  • A sense of urgency is a must
  • High levels of resilience and stress management
  • Ability to handle stakeholders with outmost respect and professionalism
  • Have telephone etiquette and good writing skills
  • Be fluent in, at least, one South African language
  • Be able to work independently and as part of a team
  • Have good planning and organisational skills
  • Good interpersonal skills including good coordination and effective working relations with stakeholders
  • Have telephone etiquette and good writing skills
  • Multi-tasking is a must
  • Sound organizational skills
  • Initiative and working ability to work independently
  • Exceptional problem-solving skills
  • Knowledge of other local languages would be an advantage;
  • Sensitivity to cultural diversity, understanding of the political, contextual, and ethical issues in assigned areas
  • Ability to work in a deadline-oriented environment
  •  Flexibility to work beyond regular normal business hours
  • Sound computer skills, including Microsoft Word, Microsoft Excel, PowerPoint, e-mail, and the Internet.
  • South African citizenship is required

Applications should be emailed to Kindly indicate the name of the position on the subject line of the email.

Should you be in possession of a foreign qualification, it must be accompanied by an evaluation certificate from the South African Qualification Authority (SAQA).

Applicants who do not comply with the above-mentioned requirements, as well as applications received late or faxed will not be considered.                                                                                                                                

Closing date: Close of Business, 6 September 2019

Note that correspondence will only be conducted with the short-listed candidates. If you have not been contacted within two (2) months of the closing date of the advertisement, please consider your application as unsuccessful.

The SANAC Trust gives preference to candidates who meet the job requirement and who will add to the culture and gender diversity of the organisation. Suitable candidates will be subjected to a personnel suitability check(s) (citizenship, credit record checks, security clearance, security vetting, qualification verification and employment verification).

The SANAC Trust reserves the right at any time to withdraw or alter this advertised position.