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Terms of Reference : Human Resources & Administration (HR Admin) Officer

Organisation : Global Water Partnership Southern Africa (GWPSA)

Duty Station : GWPSA Secretariat Pretoria South Africa

Reporting to : Director - Finance and Administration

Tenure : 36 Months renewable

Date of Advert : 22 October 2025

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 Secretarys office.

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

A. HUMAN RESOURCES MANAGEMENT

1. Recruitment and Selection

• Support in the preparation of job descriptions and vacancy announcements in consultation with supervisors. Manage 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. Track contract expiry and renewal cycles, alert management in advance and maintain 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 onboarding programme for all new staff, organise induction sessions on GWPSA 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 onboarding.

4. Performance Management

• Coordinate goal setting, mid-year and annual reviews, tracking probation periods and prepare confirmation documentation, providing support to 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. Generate monthly leave balance and annual liability reports and accurate leave reporting for all donor-financed staff linked to staff time reporting.
• Support monthly timesheet updates 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. Ensure compliance with the Duty of Care Travel Policy (risk assessment, insurance) and maintain 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. Maintain 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.

• Bachelors 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).

• 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.

Candidates must be willing and able to travel as needed.

• 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: shortlisted 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 2025 00:00 (midnight) Pretoria.

Required Experience :

Senior IC

Key Skills

Employee Relations, Succession Planning, Employee Evaluation, Human Resources Management, Cost Management, Conflict Management, Nonprofit Management, Financial Analysis, Employment & Labor Law, Grant Writing, Human Resources, Leadership Experience

Employment Type : Full-Time

Experience : years

Vacancy : 1