HR Specialist (Payroll) - Pretoria at GIZ South Africa, Lesotho & eSwatini

• As an HR Specialist at GIZ, you will be responsible for supporting our team in payroll and visa accreditations. You will also be involved in a variety of other HR-related activities, such as recruitment, training, and employee relations.

To be eligible for this role, you should possess the following qualifications:

• University Degree in B.A in Human Resource Management, Commerce, Finance, Accounting, similar or comparable.

Required Professional Experience:
5+ years of experience as an HR generalist or in a comparable position - have a proven track record of successfully managing all aspects of HR, including recruitment, onboarding, training, performance management, compensation, and benefits.

• Over 5 years of experience working on the payroll system Sage 300 People - a deep understanding of the software and how to use it to process payroll accurately and efficiently.
• Proven experience and knowledge of payroll systems - a working knowledge of other payroll systems, in addition to Sage 300 People. 
• In-depth knowledge and experience of payroll calculations and processing. 
• Preferred administrative/management experience within GIZ. 

To thrive in this role, the following qualities are essential:

• Excellent knowledge of written and spoken English.
• Knowledge of the German Language (is an added advantage).
• Ability show discretion, especially when handling confidential information.
• Exceptional Customer Service and Advisory Skills.
• Team player, outstanding interpersonal and communication skills.
• Intercultural experience and the ability to embraces GIZ values on diversity and inclusion.
• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g., MS Office)
• Basic knowledge of National Labour Laws and Regulations
• Basic knowledge of HR management,
• Strictly confidential handling of all HR issues
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

These qualities will enable you to perform optimally, adapt to evolving requirements, and contribute effectively to the organisation's goals.
What you will be doing:

Conditions of Employment and Payroll

• (In consultation with the HR Unit Head) draws up the appropriate contract based on national labour law and in line with the GIZ Regulation considering formal conditions (limited/unlimited employment contract, distinction from appraiser contract, internship etc.).
• Ensure that all other organisational and administrative processing stages, e.g., monthly update of entries in SAP HR application for national personnel.
• (In consultation with the HR Unit Head) register all new personnel with the pension fund and medical aid.
• Prepare Salary Payment Vouchers for Finance Accounting.
• Ensure that Unemployment Fund (UIF) and SARS payment are made timely.
• Administer leave records for staff on the Sage 300 People system (ESS).
• Process Payroll payments and ad hoc payments for Staff Wellbeing and Staff.
• Process and support in the sourcing of Staff Development/Training Service Providers
• Process terminations letter on pension fund, medical aid.
• In consultation with the HR Head of Unit, updates information on employment conditions for national personnel (compensation system, salary groups, model job descriptions, labour law etc.).
• Ensure timely, correct, and complete documentation of all payroll files.

Professional Advice and Compliance with Data Confidentiality to be observed as per below:

• Advise and ensure that HR Data Confidentiality is adhered and followed as per the GIZ Data Regulations.
• Analyse and revise HR processes, systems, and documentations according to data confidentiality regulations and legal requirements.
• Observe complete discretion and confidentiality during and after his/her employment about all matters which become known to him/her during his/her employment. This shall not apply to information or facts which is common knowledge, in the public domain or which is not of a nature or significance that warrants confidentiality.

HR Instruments and Procedures

• assists in implementing policies for national personnel.
• is involved in HRM for national personnel.
• assists with formulating and updating a wide range of HR information materials (for new staff or for the employment manual).
• Support with developing HR procedures and instruments.
• Organising the evaluation process (information on schedule for the Staff Assessment and development talks, filing forms, monitoring documentation on qualification requirements and professional development etc.).
• Help with training materials (including producing materials or planning rooms for induction events for new staff).
• Responsible to calculate and finalise Performance Assessment Related Excel sheets and final payments.
• Responsible to keep Personnel Data updated for Security and Risk Management purposes.
• Responsible to electronically archive Personnel information on the Data Management system as per the GIZ Regulations. (Using SAP).
• Assist with Recruitment and Selection Processes on Stand-In basis.

Visa Management

• Responsible for Visa matters of Seconded personnel, Development Advisors and regional personnel and their families.
• Responsible to advise, guide, prepare and finalise new Accreditations, ID’s, Permits and Study permits.
• Responsible to advise, guide, prepare and finalise renewal and amendments on Visa’s.
• Responsible to ensure the return of ID Cards at end of Contract.
• Assist and advise international staff in the opening of South African Bank accounts.
• Update List on the Public Drive for the durations of the contracts
• Keep personnel Data updated and monitor extension of Visas.
• Close interaction with German Embassy, GIZ HQ/HR, all relevant South African Authorities.

Other Duties/Additional Tasks

• Performs other duties and tasks at the request of management.

Closing Date 25 July 2023