Human Resource (Payroll) Administrator

The Institute of Health Programs and Systems (IHPS) is a South African non-profit company (NPC) born out of the PEPFAR CDC Track 1 transition of the ICAP, Columbia University, Multi-country AIDS Program (MCAP) in South Africa in 2010. IHPS was established with a mission “to strengthen health and development systems through program implementation and partnerships” and the vision is to ensure “optimal and sustainable health and development outcomes”. IHPS is a current Global Fund (GF) Subrecipient (SR) under the National Department of Health (NDoH), tasked to implement the Tuberculosis (TB) Program in the Johannesburg (JHB) Health District in Gauteng Province, Dr Kenneth Kaunda District in the North West Province and Frances Baard in Northern Cape starting October 2025 ending March 2028. As such, IHPS seeks to recruit for the position outlined below, based at Head Office supporting Johannesburg Health District, Dr Kenneth Kaunda District and Frances Baard District.

Full Time
  • Contract Type: Fixed term contract
  • Start Date: January 2026
  • Remuneration: TBC
  • Level of Effort: 100%
  • Closing Date: 18 December 2025
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Overall Responsibility

The incumbent shall be responsible for HR administration functions including payroll, recruitment and selection, filing, record-keeping in line with IHPS HR policies and donor HR requirements.

Key Performance Areas:
  • Carry out IHPS HR administrative functions in relation to payroll, recruitment and selection, labour relations, leave management, etc.
  • Organise and maintain employee personnel files to ensure compliance with South African employment laws and donor requirements.
  • Prepare monthly payroll input and capture on the HR payroll system in close collaboration with program managers and the relevant Finance staff
  • Review monthly periodic variances and ensure that required corrections are captured on the HR payroll system
  • Ensure completeness and accuracy of all IHPS payroll submissions. 
  • Collate monthly employment terminations information, maintain current records, and ensure accurate and current termination data is submitted for monthly payroll processing.
  • Capture all staff leave onto the IHPS leave management systems and maintain current staff leave records.
  • Prepare employee leave reports on monthly basis and share with relevant Program Managers
  • Provide administrative support for the full life cycle of recruitment and selection from the posting of vacant positions, screening, short-listing, conducting interviews, working with line managers to select suitable candidates, and on-boarding new employees.
  • Receive and manage employee timesheets, and other HR documentation 
  • Follow-up with IHPS all office/ grant/ project Administrators and Program Managers regarding HR supporting documents e.g. offer letters, contracts of employment, leave records, exit interview and staff clearance forms to maintain complete employee files.
  • Protect the interests of both employees and IHPS in accordance with IHPS policies and SA labour laws and regulations. 
  • Ensure that all labour relations matters are handled in accordance with SA labour laws, and always ensure optimal procedural and substantive fairness. 
  • Collaborate with line managers, finance and administration personnel regarding HR related matters
  • Assume any other duties as assigned by the HR Officer and IHPS Senior Management.
Qualifications
  • Diploma in Human Resource Management or an equivalent qualification
Experience
  • A minimum of 3 years’ experience as an HR administrator  
  • Knowledge of HR systems e.g. Sage, SAP, Pastel and HR ESS system
  • Knowledge and understanding of HR payroll process
  • Practical experience in recruitment and selection processes
  • Proven experience of providing HR support within donor-funded non-profit organizations (NGO) is desirable.
  • Valid driver’s license and ability to drive would of advantage
Behavioral Competencies
  • Strong problem-solving skills.
  • Ability to work under pressure and meet deadlines
  • Excellent communication skills, both verbal and written including written reports
  • Ability to deal with people with tact and diplomacy
  • Honest, determined, innovative, diligent, reliable, and respectful

Employer’s Rights

This position description may not list all the duties of the job. If an offer is made, you will be presented with a detailed job description. Applicants will be evaluated based upon their demonstrated ability to perform the tasks listed above, their education and work experience. The employer reserves the right to revise this posting at any time.

How to Apply

Qualified candidates should apply by e-mail only to HR@ihps-sa.org. Subject line should be the Position and District you are applying for, and a cover letter and resume or curriculum vitae (CV) should be attached. Submissions which do not follow the above instructions will not be considered.

Due to the extremely high volume of CVs expected, only those selected for interviews will be contacted. NO PHONE CALLS about these positions will be accepted.

Closing Date: 18 December 2025