Church World Service Senior HR Assistant - Jobs in South Africa

Church World Service Senior HR Assistant - Jobs in South Africa

Position Title: Senior Human Resources Assistant

Reports To: Human Resource Supervisor

Division: Immigration & Refugee Program+ (IRP+)

Department: Administration, Human Resources

Job Location: Pretoria, South Africa

Grade Level: Grade 4, Senior Assistant, National

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:
This position is responsible for proper maintenance of HR records/files to ensure an efficient and effective filing system, management of leave, time, and attendance as well as maintenance of work permits, support with recruitment, and support with staff welfare matters. This position serves as overall support to the HR Supervisor and HR Officer and may assist in any area of Human Resources.

Essential Duties:
  • Maintains an efficient and effective filing system for HR documents, including the filing of staff files using the checklist;
  • Organize HR fileserver and manage the archiving of HR documents as per CWS RSC Africa policy;
  • Ensure smooth coordination of travel and accommodation logistics for new international staff and advise them on the visa requirements;
  • Maintains accurate staff list and completes all the information as guided by the supervisor;
  • Ensure staff have read, and signed all the policies as required and maintain an up to date staff list with all the policies for quarterly reporting as per Program Integrity Guidelines;
  • Maintains an up-to-date emergency contact list for CWS Africa;
  • On-board new hires (collect new hires’ documentation, prepare of IDs and issuance of access cards to new hires and visitors), enrolment of new hires on pension and medical aid;
  • Support with recruitment and selection by ensuring that candidates receive background checks and reference check clearance;
  • Manage staff leave, and timesheets, and communicate to the payroll person;
  • Prepares regular reports including: monthly overtime report, monthly sick and annual leave report and monthly work permit report;
  • Maintains a thorough understanding of Ministry of Foreign Affairs requirements for work permit and identity card processing/cancellation for international staff;
  • Maintains a notification system for work permits, visas and ID renewals and liaises with the
  • individuals and their supervisors;
  • Maintains updated copies of staff documentation including passports, vaccination cards, national ID, and educational certificates;
  • Ensure staff exiting have been provided with clearance forms and exit interview global link;
  • Prepares certificates of service for separated staff in accordance with CWS Africa’s standard operating procedures and relevant labor legislation;
  • Ensure that exiting staff are terminated on CWS benefits i.e, pension and medical aid by giving service providers sufficient notice to terminate benefits;
  • Prepares monthly probationary report and share with supervisors/managers a month before the probation end date;
  • Maintains and updated staff list (new hires, promotions, deletions, etc. and saved on the file server by end of every month);
  • Maintains notification system of pending employee performance reviews and liaise with the supervisors and employees concerned;
  • Maintains contract expiry dates and update the unit heads two months in advance;
  • Supports with the development of SOP and implementation of the same;
  • Ensure staff medical and pension insurance coverage are up to date. This includes but is not limited to enrollment, deletions, issuance/replacement of medical cards, trainings, debits, credits, evacuations and monthly reconciliation of the payments;
  • Support with monthly payroll information by compiling required documents and information;
  • Performs other duties that may be assigned to ensure effective and efficient administration of CWS Africa Human Resources section so as to meet the program’s objectives and maintain high professional standards.


  • Four (4) years work experience required
  • One (1) year experience in a busy HR office is required.
  • Experience in the Non-Governmental sector preferred.


  • Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access
  • Excellent English communication skills, both oral and written
  • Excellent organizational and time management skills
  • Excellent understanding of confidentiality
  • Strong interpersonal skills
  • Strong analytical skills with the ability to understand, process, and document information

    Education & Certifications:
  • Bachelor’s Degree or four (4) years of relevant paid experience in lieu of a Bachelor’s Degree required.
  • Diploma in Human Resources strongly preferred.
  • Member of Institute of Human Resource Management preferred

  • Manage large and diverse workload under pressure with competing priorities.
  • Maintain the integrity of official records;
  • Analyse and solve complex problems and make sound decisions;
  • Work with minimal supervision
  • Maintain a high performance standard with attention to detail;
  • Work independently and contribute to overall operations of RSC Africa;
  • Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

    Important Requirements:
  • Strong English communication skills, both written and oral.
  • Ability to work in a multi-cultural environment required.
  • Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required

    How to apply
    For more information and job application details, see; Church World Service Senior HR Assistant Jobs in South Africa

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