Vacant Jobs at AFMS Group

Key Accountabilities/ Principle Responsibilities 

HR Administration

• Advise remuneration and benefits section of all changes in employee status as a result of salary changes, promotions, transfers, termination, etc.
• Provide support to line management and staff to ensure leave, sick leave, family responsibility, maternity, overtime, termination, resignation and timesheet documentation comply with the BCEA and company policy and procedures
• Complete IOD forms and submit to labour department.
• Compile increase letters, confirmation of employment letters, certificate of service letters and general adhoc letters as requested
• Maintain and administer IR database
• Compile salary package structures for new employees
• Draw up contracts of employment for new fixed term and contract employees and on acceptance, hand to remuneration division for processing
• Compile take on documentation and letters of appointment
• Support and assist with creating and updating personnel files
• Liaise with line managers to obtain contract renewal/ending information
• Ensure fixed term contracts are up to date, distribute termination of contract notices, and keep remuneration and benefits section informed
• Administer invoice payments of recruitment service providers for successfully appointed candidates
• Assist in Section 197 orientation by compiling and distributing of information and orientation packs as required

ESS Administration

• Register new employees on ESS
• Link new and transferred employees to correct Workflow Group / Approval Group
• Assist employees with their username and password queries
• Print ESS reports on request for Management
• Ad hoc assignments on ESS

HRBP Projects as and when required (Development areas)

Recruitment

• Assist Line Management with the recruitment and selection of permanent and contract workers and administer the process
• Consult with external recruitment agents and ensure SLA’s in place
• Assist with filling of vacancies in placing internal and external adverts, screening and shortlisting of applicants, reference checking, setting up interviews, and compiling of interview guides.
• Provide support and input in new hire orientation in compiling and distributing of information as required
• Ensure new employees undergo full induction before starting normal duties.
• Perform exit interviews

Legislative Compliance and Employee Relations

• Prepare hearing notifications and co-ordinate notification / absconding letter to alleged offender
• Prepare disciplinary packs for internal hearings
• Assist in preparing CCMA packs
• Communicate with CCMA case Managements
• Assist and support management with disciplinary and / or performance issues, according to company policy and relevant LRA/BCEA legislation

Workforce planning

• Assist and provide support in developing job profiles and job descriptions

Performance Management

• Provide support and input in developing Performance Management system and performance reviews
• Assist and support line management to ensure the performance management programme is administered uniformly and effectively

Reporting

• Prepare and generate ad-hoc HR reports as requested by management pertaining to attrition, absenteeism, diversity, disciplinary, investigations, etc.

Key Skills and Experience

• A tertiary qualification related to the function, i.e. HR Diploma or equivalent
• Knowledge of business software such as Microsoft Office
• Minimum two years payroll experience (VIP) non negotiable
• Minimum three years’ Human Resources Payroll / HR Generalist experience
• Good understanding of all the appropriate Acts (LRA, BCEA, OSHA, COID, EEA)
• Experience in cleaning administration and managing the unique needs of a cleaning workforce is preferred.

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Key Accountabilities/ Principle Responsibilities

Processing of Payroll

• Ensure all input received is processed accurately within the specified time
• Capture new employees on Sage 300 People from authorised documents.
• Generate employee numbers and files for new employees.
• Filing paperwork into employee files and accurately and in alphabetical/numerical order according to HR procedures
• Processing of employee information e.g. bank changes, personnel details.
• Capture terminated employees on Sage 300 People, following full termination process.
• Capture overtime claims onto Sage 300 People.
• Calculate and capture consultant hours from timesheets or invoices.
• Manage, maintain, and update payroll related data.
• Monitor Payroll Admin e-mails and follow up on all queries to ensure payroll data is kept up to date.
• Generate dummy payslips on Sage 300 People for potential new staff as requested by HR Department

ESS, Info Slips, Timesheets & Medical Aid

• Approve leave on ESS in line with BCEA and Company Policy
• Ensure all employees are linked to the correct approvers on ESS
• Ensure all applicable employees are impersonated correctly on ESS
• Assist and guide all employees on the process to reset their passwords
• Monitor ESS Admin e-mails
• Capture annual and sick leave onto Sage 300 People
• Verify timesheets from projects on a monthly basis
• Ensure timesheets and leave correspond and address discrepancies
• Process relevant Medical Aid and Pension applications for new employees
• Maintenance of Medical Aid changes on payroll on an annual & monthly basis 

General Payroll Administration

• Ensure all termination checklist documents, final timesheets are signed off correctly
• Ensure all payroll input is placed accurately in the monthly folders/files for payroll checks and for audit requests
• Assist with audit reviews
• Complete Department of Labour UI19s for terminated and employees on maternity leave
• Respond to external employee confirmations and staff queries
• Process payments to employees for adhoc payment runs each month
• Work closely with internal business partners to ensure that all HR Administration pertaining to the operations payroll is completed
• Any other tasks as agreed with line manager

Qualification Requirements and work-related experience

• Grade 12
• A tertiary qualification related to the function, i.e. HR Diploma / Payroll or equivalent
• Minimum 2-year Payroll working experience is essential and HR administrative experience advantages
• Experience in an administrative role within the cleaning industry is essential.
• Familiarity with the operational and administrative functions of cleaning services, such as scheduling, payroll, and employee management in a cleaning environment, is highly preferred.
• Knowledge of legislative regulations and procedures (LRA, BCEA, OSHA, COID, EEA)
• Proficiency in Microsoft Office Suite
• Knowledge of VIP Premier / Sage People 300 advantageous

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Business Partner

• Work collaboratively in partnership with Management, delivering the development of HR innovations that enhance service delivery for the business
• Conduct monthly meetings with respective Senior Management team ensuring an effective level of business literacy of each designated business unit, their SLA objectives and risks, the mid to long term plans, and the impact of the associated risks to the business
• Conduct weekly meetings with respective business units and build strong working relationships based on credibility and open communication
• Interpret HR policies and procedures, employment legislation, recruitment strategies, employment equity and change management processes, providing professional solutions where issues of risk arise
• Adopt a coaching partnership approach in providing management with information to facilitate effective and consistent empowering people management, thus enabling managers to assume increasing responsibility for all aspects of people management (e.g. coaching, counselling, skills development, disciplinary actions, transformation, performance)
• Work closely with management and employees to improve working relationships, build morale and increase productivity, and staff retention
• Analyse HR monthly report trends and metrics, and develop solutions and programmes to proactively address and resolve emerging areas of concern
• The HRBP should ensure that cleaning industry-specific challenges, such as shift work, health and safety, and managing diverse teams, are addressed effectively in HR policies and actions

Performance Management

• Provide coaching and guidance that is consistent with the company’s policies and procedures, and effectively manages the employee performance to achieve business targets and objectives

Employee Relations

• Consult and advise management and employees with regard to labour legislation, policies and procedures within the framework of the Company policies.  
• Monitor internal labour relations trends and submit relevant reports
• Facilitate and conduct negotiations and consultations with organized labour, and monitor, review, and suggest interventions to optimise collective agreements and wage negotiations within the framework of the Company policies.   
• Provide advice and training on company Labour Relations policy, and related legislative acts
• Support line management to resolve workplace conflict situations, consulting and negotiating with unions and external stakeholders where applicable
• Address disciplinary and / or non-performance issues, according to company policy, and communicate effectively with management and employee regarding corrective action
• Prepare and conduct representation for legal proceedings at CCMA
• Manage and resolve complex employee relations issues.   Conduct effective, fit-for-purpose and objective investigations
• In the cleaning environment, it is important to resolve conflicts related to safety, operational challenges, and union negotiations that are specific to the cleaning workforce.

Employment Equity

• Ensure the execution and implementation of employment equity as contemplated in the EE plan
• Analyse the workforce profile in terms of representation (monthly EE stats) and determine trends and degrees of under-representation
• Report to relevant Management on the status of employment equity and highlight discrepancies, concerns and opportunities to overcome barriers for achievement
• Assist Senior Management with the preparation, consultation and implementation of their respective EE Plans
• Monitor recruitment, promotion, learning and development processes in terms of achieving Employment Equity objectives
• Review and amend where applicable, business unit practices or procedures which have been identified as barriers in achieving employment equity
• Actively promote cultural change and support continuous transformational improvement in the business units to provide a high quality, professional, consistent and cohesive HR Service

Organisational Development

• Take opportunities to build shared understanding and ownership of the Company vision, values, strategies, plans and desired culture
• Conduct Interviews with Line Manager
• Support the HR division in the development, implementation and evolution of the HR strategy
• Lead, coach and motivate others in the development of robust, innovative and creative approaches to service provision, building ownership and employee engagement at all levels
• Provide guidance and input on workforce planning, business unit restructures and succession planning
• Ensure recruitment of key talents for the business unit
• Review and ensure accuracy of all employee information on HR management Payroll information system
• The HRBP should have a deep understanding of organizational development issues in the cleaning environment, such as high turnover rates and maintaining engagement in roles that often experience high attrition

Learning & Development

• Liaise and communicate with L&D team to identify learning and development needs, and individual coaching needs and evaluate and monitor the success of all development programmes
• Ensure critical skills and learning interventions are identified, which support the development of improving employees abilities and contribute to the efficiency and quality of service delivery
• Assist management to ensure learning and development needs are prioritised and implemented timeously and contribute to efficiency and quality of the business unit operational service
• Provide guidance and assistance with succession planning, talent tracking, accelerated development, career development

Qualification Requirements and work related experience

• Grade 12
• Tertiary qualification related to the function, i.e. HR Diploma or equivalent
• Minimum 3-5 years’ Human Resources Generalist experience 
• Experience within the cleaning industry is a requirement

Minimum Knowledge Requirements

• Good understanding of all the appropriate Acts (LRA, BCEA, OSHA, COID, EEA, NCCA,BCCI)
• Familiarity with business software such as Microsoft Office (Excel, Power Point, MSWord)
• Must have a background in cleaning administration or related field, with hands-on experience within the cleaning environment.

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Key Accountabilities/ Principal Responsibilities

Primary Duties:

• Perform cleaning tasks in various areas of the corporate office, including:
• Offices, meeting rooms, pause areas, kitchen and canteen areas, ablutions, internal windows, and common areas.
• Dust, sanitise, and disinfect surfaces and equipment to maintain a clean and hygienic workspace.
• Sweep, mop, vacuum, clean floors to ensure cleanliness and safety standards are upheld.
• Empty waste bins regularly, adhering to proper waste disposal practices.
• Maintain an inventory of cleaning supplies, reporting any shortages or needs to the supervisor.
• Follow established cleaning procedures and checklists for thorough and consistent service.
• Ensure compliance with health and safety regulations and company policies at all times. 

Secondary Duties:

• Assist with special cleaning projects as directed by management or supervisors.
• Participate in training sessions to enhance cleaning techniques and knowledge of cleaning equipment.
• Provide constructive feedback on cleaning practices to improve service quality.
• Collaborate positively with team members, office staff, and clients.
• Familiarity with facility layout to ensure efficient cleaning processes.
• Knowledge of cleaning products, their applications, and safety measures.
   

Key Skills and Experience

• Minimum Grade 10 education or equivalent.
• Previous experience in a cleaning role within a corporate or commercial environment.
• Basic understanding of general hygiene practices, including the handling and disposal of cleaning materials.
• Familiarity with facility layout to ensure efficient cleaning processes.
• Knowledge of various cleaning products, their applications, and safety measures.

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Key Accountabilities or Principal Responsibilities 

Primary Duties

• Manage cleaning operations for various contracts, ensuring compliance with client specifications, SLA, and quality standards.
• Supervise and lead a team of cleaners, providing training, support, and performance evaluations
• Develop and implement efficient cleaning schedules, ensuring all tasks are completed on time
• Ensure all cleaning staff are trained in health and safety protocols and enforce OHSE compliance throughout cleaning operations
• Conduct regular inspections to verify the quality of cleaning services and adherence to safety regulations
• Maintain communication with clients to address concerns, gather feedback, and ensure satisfaction with services
• Monitor inventory of cleaning supplies and equipment, coordinating replenishment as needed
• Prepare reports on operational performance, identifying areas for improvement and implementing solutions
• Monitor and control expenses to ensure budget adherence
• Resource allocation and optimisation

Secondary Duties

• Collaborate with management and other departments to align cleaning operations with overall business goals
• Implement HR and Industrial Relations practices in line with industry legislation to manage employee relations effectively and ensure compliance
• Assist in developing budgets for cleaning operations and monitor expenses to meet financial targets
• Participate in recruitment and onboarding of new cleaning staff.
• Stay up to date with industry best practices and technologies to enhance service delivery
• Lead special projects as directed by senior management

Qualification Requirements and work-related experience

• Minimum of a matric certificate or equivalent
• Further education in management or facilities is highly advantageous
• Previous experience in operations management, of at least 5 years in a cleaning or facilities management (soft services) environment
• Demonstrated understanding of cleaning processes, products, and safety standards
• Strong organisational and leadership skills to manage a diverse team effectively
• Demonstrated ability to deal with HR and IR issues for a cleaning workforce, including conflict resolution, compliance with labour laws, and effective communication with staff