Human Resources 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. The IHPS mission is “to strengthen health and development systems through program implementation and partnerships” and the vision is “optimal and sustainable health and development outcomes”. Presently, IHPS is a Global Fund (GF) Subrecipient (SR) under Beyond Zero (BZ), tasked to implement the “Comprehensive HIV Prevention programs for MSM Mopani district & Adolescents and Young People (AYP) in Fetakgomo Tubatse Sub-district in Limpopo Province and Adolescent Young Women (AGYW) and Adolescent Boys and Young Men (ABYM) in Mbombela Sub-district in Mpumalanga Province from April 2022 – March 2025. As such, IHPS seeks to recruit the position outlined below, based in Johannesburg Head Office, Sunninghill

Full Time
HR Admin

Overall Responsibility

The incumbent shall be responsible for HR administration functions as guided by the HRM, including recruitment and selection; payroll process, employee orientation, filing, record-keeping in line with IHPS HR policies and donor HR requirements.


Key Performance Areas:
  • Carry out IHPS HR administrative functions including, recruiting and selection, record-keeping, etc. as guided by HRM
  • Establish and maintain employee personnel files to ensure compliance with South African employment laws and donor requirements.
  • Support HRM with the full life cycle of the recruitment and selection function from the posting of vacant positions, screening, short-listing, conducting interviews, working with line management to select suitable candidates, and on-boarding new employees.
  • Receive and manage employee timesheets, and other HR documentation under the supervision of the HRM, 
  • Capture all staff leave onto the IHPS leave management systems and maintain current staff leave records. 
  • Follow-up with IHPS field Office Administrators and Program Managers regarding missing HR supporting documents e.g. offer letters, contracts of employment, leave records, exit interview and staff clearance forms
  • 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 management, finance and administration personnel regarding HR related matters
  • Assume any other duties as assigned by the HR Manager and IHPS Senior Management.


  • National Diploma in Human Resource Management or an equivalent NQF Level 7 qualification
  • A minimum of 3 year’s experience as an HR administrator  
  • Knowledge of HR systems e.g Sage, SAP, Pastel and HR ESS system
  • Knowledge and understating of HR payroll process
  • Practical experience of the Recruitment and Selection process
  • Practical 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
Behavioural Competencies:
  • Strong problem-solving skills.
  • A commitment to ethical behaviour and business management
  • Ability to work under pressure and meet deadlines
  • Meticulous attention to detail
  • Demonstrated ability to relate to people from diverse backgrounds
  • Excellent communication skills, both verbal and written including written reports
  • Cultural, gender, religion, race, nationality, and age sensitivity
  • 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 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:  29 August 2023