CHOC CHILDHOOD CANCER FOUNDATION SOUTH AFRICA AREA: CHOC KWAZULU NATAL
POSITION: BRANCH ADMINISTRATOR
BASED AT: CHOC PIETERMARITZBURG OFFICE REPORT TO: REGIONAL MANAGER KZN
START DATE: 01 JANUARY 2025

MAIN PURPOSE:

To coordinate and fulfil the necessary administrative, financial and database duties that also include support of fundraising initiatives where needed. Together with the members of the Pietermaritzburg team, to take CHOC’s work forward by maintaining an effective and well-organised branch office. The incumbent’s job description is not limited to the following.

THE RESPONSIBILITIES ARE:

Administrative Duties:

• Provide the necessary office administration.
• Keep the database and documentation up to date.
• Check all incoming e-mails daily, to distribute as necessary and act on those responsible for.
• Take minutes of staff meetings and send draft for RM’s approval and distribute to all relevant stakeholders in time once approved.
• Maintain staff register
• Collate and update Salesforce data
• Calculate monthly savings on donations received and submit to the Fundraiser.
• To carry out stock control once a month and inventory preparation for RM bi-annually.
• Ensure electronic equipment are in working order. This includes the fax; telephone; printer.

• CRM data is captured accurately and consistently on Salesforce.

Financial Duties:

• Undertake the day-to-day financial work and loading on to Fraxion.
• Receive all cash donations, issue receipts, and coordinate with Regional Development Coordinator regarding the thank you letters
• Receive and record sales revenue, issues receipts and secure safety of revenue
• Maintain the petty cash books and arrange for monies to be banked as necessary.

• Prepare all payment requisitions and upload to Fraxion with the relevant supporting documents as per procedure.
• Obtain and upload new supplier take on documents to Fraxion
• To distribute and record the Transport and Bereavement Funds to parent/caregivers accurately.
• To prepare cashbook and cash flow report fortnightly for the RM to be checked and then submitted to Durban Office on time.
• Manage the counting of tin monies
• Manage the jumble sale
• The cashbook and petty cash books are collated bi-monthly for the Pietermaritzburg Office.
• Manage office supplies and equipment and undertake stock control and co-ordinate inventories

Support Programs, Marketing and Awareness Events:

• Provide assistance with CHOC’s support programs
• Assist with the participation of national campaign at regional level by ensuring the campaign plan (that was drawn up with RM input) is implemented. Assist with any enquiries surrounding the event/campaign.
• Assist with the public relations tasks to promote the event or campaign as per PR plan drawn up with RM input;
• Assist with fundraising and awareness events
• Assist with identifying potential donors and other stakeholders.
• Undertake Salesforce and Fraxion input
• Order and distribute branding material.

THE REQUIREMENTS FOR THE POST

Qualification: Completed Grade 12 with accounting as a subject as well as a qualification in bookkeeping, administration, and or office management related qualification.

Experience and skills:

• At least 3 years working experience in general administration and bookkeeping preferably in the NGO
• Proficient in computer literacy, particularly in MS Office; and preferably in database systems (CRM),
• Excellent verbal and written communication skills in English is essential, as well as fluency in English.
• Strong administration, organizational and coordination skills.
• Good with figures and a basic understanding of accounting, financial management and reporting.
• A valid unendorsed South African driver’s license is essential.

Attributes:

• A team player who also works well independently
• A strong work ethic; accuracy; accountability; honesty & integrity; a master at time management; good interpersonal skills; strong alignment with CHOC’s mission and values; radiate professionalism; A highly motivated individual with a willingness to take initiative and responsibility.

Salary in the range of is R108 000– R150 000 per annum, CHOC contributes towards a pension fund and medical aid after a successful probationary period.

To apply submit your application together with supporting documents with the names and contact details of at least three recent referees to reach vacancies@choc.org.za (subject line state: KZN BRANCH ADMIN) no later than 10 December 2024.

If you have not received a response by close of business 15 December 2024 consider your application unsuccessful.

CHOC CHILDHOOD CANCER FOUNDATION SOUTH AFRICA
AREA: CHOC NORTHERN REGION (CENTURION) POSITION: REGIONAL COORDINATOR
REPORT TO: REGIONAL MANAGER NR START DATE: 01 January 2025

MAIN PURPOSE:

To coordinate and fulfil the necessary administrative, financial and database duties that also include support duties towards fundraising and other regional initiatives where needed. Together with the members of the Northern Region team, to take CHOC’s work forward by maintaining an effective and well- organised regional office. The incumbent’s job description is not limited to the following.

THE RESPONSIBILITIES ARE:

Administrative Duties:

• Provide the necessary office administration.
• Check all incoming e-mails daily, to distribute as necessary and timely act on those responsible for.
• Take minutes of staff meetings and send draft for RM’s approval and timely distribute to all relevant stakeholders once approved.
• Deliver a well-functional office.
• Maintain the database and keep documentation up to date.
• Collate and timely update Salesforce data.
• CRM data is captured accurately, constantly and consistently on Salesforce.
• Maintain staff register and ensure staff related forms are correctly completed for RM approval.
• Ensure that all papers are filed appropriately and to maintain staff files
• To carry out stock control once a month and inventory preparation for RM once a year
• Ensure electronic equipment are in working order. This includes the telephone; printer, IT related and other.

Financial Duties:

• Undertake the day-to-day financial work and loading on to Fraxion.
• Calculate monthly savings of Gifts-In-Kind donations received and submit to Regional Development Coordinator
• Ensure that donations related policies and procedures are uphold.

• Receive all cash donations, issue receipts, and coordinate with relevant staff regarding the thank you letters. Manage the counting of donation monies as per financial policies.
• Receive and record sales revenue, issues receipts and secure safety of revenue with timely banking.
• Maintain the various regional petty cash books as per CHOC’s Financial policies and procedures.
• Prepare all payment requisitions and upload to Fraxion with the relevant supporting documents as per CHOC’s financial procedures. Submit timely financial requisitions with proofing documents for RM approval. Daily filing of records.
• Obtain the necessary quotes according to CHOC financial procedures, prepare suppliers price comparison and upload to Fraxion.
• Seek the necessary documents for new supplier take on and upload to Fraxion as per CHOC’s financial procedures.
• Request invoices from CHOC finance department with relevant documents as per CHOC’s financial procedures.
• Distribute the Transport and Bereavement Funds as per CHOC financial procedure and ensure all related documents are accurately submitted for recordkeeping.
• Prepare timely the bi-monthly cashbooks (hospitals and offices) for the RM to approve. Submit finance books as per reporting deadlines to Head Office.
• Keep the merchandise record up to date with the assistance of the Regional Development Coordinator
• Manage the jumble sale if necessary.
• Manage asset register and undertake stock control and co-ordinate inventories.

Support Programs, Marketing and Awareness Events:

• Provide assistance with CHOC’s support programs
• Assist with the participation of national or regional campaigns at regional level. Assist with any enquiries surrounding the event/campaign. Assist with fundraising and awareness events if needed.
• Assist with volunteers’ application, upload to Salesforce and volunteering.
• Assist with maintenance and repair tasks performed by suppliers on site if needed.
• Undertake upload of contact information and programme services on Salesforce
• Order and upkeep the regional branding and merchandise inventory with the input of the RM and Regional Development Coordinator.

THE REQUIREMENTS FOR THE POST

Qualification:

Completed grade 12 with accounting as a subject as well as a qualification in bookkeeping, administration, and office management related qualification.

Experience and skills:

• At least 5 years working experience in general administration and bookkeeping preferably in the NGO
• Proficient in computer literacy, particularly in MS Office; and preferably in database systems (CRM),
• Excellent verbal and written communication skills in English is essential, as well as fluency in English and Afrikaans.
• Strong administration, organizational and coordination skills.
• Good with figures and a basic understanding of accounting, financial management and reporting.
• A valid unendorsed South African driver’s license is essential.

Attributes:

• A team player who also works well independently
• A strong work ethic; accuracy; accountability; honesty & integrity; a master at time management; good interpersonal skills; strong alignment with CHOC’s mission and values; radiate professionalism; A highly motivated individual with a willingness to take initiative and responsibility.

Salary in the range of is R 192 000 -R216 000 per annum, CHOC contributes towards a pension. fund and medical aid after a successful probationary period.

To apply submit your application together with supporting documents with the names and contact details of at least three recent referees to reach vacancies@choc.org.za (subject line state: NR REGIONAL COORDINATOR) no later than 10 December 2024.

If you have not received a response by close of business 15 December 2024 consider your application unsuccessful.

CHOC CHILDHOOD CANCER FOUNDATION SOUTH AFRICA AREA: CHOC KZN REGION

POSITION: REGIONAL COORDINATOR REPORT TO: REGIONAL MANAGER KZN

MAIN PURPOSE:

To coordinate and fulfil the necessary administrative, financial, database and regional support duties that also include support of CHOC programmes and fundraising initiatives where needed. Together with the members of the KZN Region team, to take CHOC’s work forward by maintaining an effective and well- organised regional office. The incumbent’s job description is not limited to the following.

THE RESPONSIBILITIES ARE:

Administrative Duties:

• Provide the necessary office administration to ensure a well functional office.
• Collate documentation and update Salesforce database
• Check daily all incoming e-mails, to distribute as necessary and take action on those responsible for.
• Take minutes of staff meetings, and send draft for RM’s approval and distribute when approved in a timely manner
• Maintain the staff files and register by ensuring that all papers are filed appropriately
• Calculate monthly savings on donations received and submit to Regional Manager
• To carry out stock control once a month and update inventory accordingly
• Ensure electronic equipment are in working condition that includes telephones; printer etc.
• Accurate stock control is done once a month and a clean audit is kept at all times.

Financial Duties:

• Undertake the day-to-day financial work
• Receive all cash donations, issue receipts, and coordinate with relevant staff regarding the thank you letters
• Receive and record sales revenue, issues receipts and secure safety of revenue
• Maintain the offices and hospitals petty cash books as per the financial policies and procedures.
• Obtain necessary quotes according to CHOC procurement policies and procedures for the RM approval;
• Seek the necessary documents for new supplier take on.
• To distribute and record the Transport and Bereavement Funds to parent/caregivers (cash disbursements)
• To prepare the four hospitals and two offices petty cashbooks bi-monthly for the RM to be checked and then submitted to Head Office in a timely manner.

• Manage the counting of tin monies.
• Manage the jumble sale
• Manage office supplies and equipment and undertake stock control and co-ordinate inventories
• Manage the asset register for yearly submission to head office.
• Accept, record in-kind donations and upload to Salesforce. Manage the appropriate acknowledgement through Salesforce.

Support Programs, Marketing and Awareness Events:

• Provide assistance with CHOC’s support programs
• Assist with fundraising and awareness events
• Assist with uploading of contact information (fundraising and programmes) to Salesforce.
• Order and upkeep the regional merchandise inventory.

THE REQUIREMENTS FOR THE POST

Qualification: Grade 12 with an administration, finance and office management related qualification.

Experience and skills:

• At least 5 years’ experience in general administration and book keeping preferably in the NGO
• High computer literacy, particularly in MS Office; and preferably in database systems (CRM),
• Excellent verbal and written communication skills in English is essential.
• Strong administration, organizational and coordination skills.
• Good with figures and a basic understanding of accounting, financial management and reporting.
• A valid unendorsed South African driver’s license is essential.

Attributes:

• A team player who also works well independently
• A strong work ethic; accuracy; accountability; honesty & integrity; a master at time management; good interpersonal skills; strong alignment with CHOC’s mission and values; radiate professionalism; A highly motivated individual with a willingness to take initiative and responsibility.

Salary in the range of R180 000 – R216 000 per annum, CHOC contributes towards a pension fund and medical aid after a successful probationary period.

To apply submit your application together with supporting documents with the names and contact details of at least three recent referees to reach vacancies@choc.org.za (subject line state: (KZN REGIONAL COORDINATOR) no later than 8th November 2024.

If you have not received a response by close of business 15 November 2024 consider your application unsuccessful

CHOC CHILDHOOD CANCER FOUNDATION SOUTH AFRICA AREA: NORTHERN REGION

POSITION: REGIONAL MANAGER -NORTHERN REGION REPORT TO: CHIEF EXECUTIVE OFFICER

MAIN PURPOSE: CHOC is looking for a Regional Manager (RM) for Northern Region, who will lead and manage the region, raise funds, raise awareness of childhood cancer, and promote CHOC and its programmes.

Key Areas of Responsibilities:

Strategic leadership and management

• Develop the region by identifying new opportunities, identifying gaps, and leading initiatives to improve the quality and impact of our work.
  • Build strong relationships with all CHOC stakeholders (such as the doctors, beneficiaries and volunteers and donors), and partners, and to be seen as a leader in the childhood cancer field.
  • Maintain and improve existing donor, key and other strategic relationships; and find, develop and keep new strategic and key partnerships and relationships.
  • Work with the Regional Committee Chair to develop the Regional Committee.
  • Report the needs, challenges, and strategic regional matters to the CEO and provide feedback and solutions.

Fundraising, campaigns, and donor management

• Maintain and improve existing donor relationships – with corporates, individuals, or others.
  • Use networks, platforms, and various forums to build the CHOC brand, network, and relationships.
  • Meet and exceed the fundraising targets set for the region.
  • Deepen relationships and partnerships with donors/supporters. •
  • Identify regional fundraising opportunities, events and campaigns and ensure they are implemented successfully.
  • Promote and market CHOC through various platforms and activities (including the media, social media, communication channels and material, and promotional events).
  • Manage all fundraising initiatives and campaigns.
  • Manage other systems, including Salesforce (donor and data management system).
  • Increase funding by creating and implementing a fundraising plan that shows how the region solicits donors and finds funding sources such as corporates, grants, foundations, schools, community organisations, in-kind donations, charitable events, and marketing opportunities.

• Share the fundraising plans with the CEO for oversight and leadership.

Networking and volunteer mobilisation

• Manage and develop strategic relationships, including the Department of Health, hospital management, hospital staff and organisations working in the field of childhood cancer.
  • Facilitate the development of committees, such as the regional committee, parental support groups, survivor groups, etc. •
  • Oversee the volunteer programme, including recruitment, training, and maintenance of the volunteer programme.

Staff management

• Manage staff well and guide them on their respective roles.
  • Address and manage staff performance issues and disciplinary matters appropriately.
  • Guide staff on all relevant CHOC policies.
  • Identify training and development opportunities for the team.
  • Create and promote a positive employee experience.
  • Create a good working environment.
  • Communicate all staff needs for the region with the HR Manager.

Programme Management

• Manage CHOC’s Core programmes to the required standards. These are the accommodation facility, the transport fund, the volunteer management programme, and practical support.
  • To assist the national leaders with the regional implementation of national programmes, such as the Awareness training programme and psychosocial support.
  • Manage and oversee other programmes as determined by CHOC’s strategic plan and Executive.

Financial, office and general management

• To develop a realistic and achievable annual regional budget and to manage the budget according to CHOC’s Financial policies.
  • To oversee the administration of the region.
  • To ensure that all CHOC policies and procedures are implemented and adhered to.
  • To ensure submission of accurate and timeous reports – financial, program and operational.
  • To undertake other post related duties as requested by the CEO.
  • To undertake all responsibilities and tasks embracing CHOC’s values, ethos, and behaviours.

THE REQUIREMENTS FOR THE POST

Qualification: A recognised bachelor’s degree or National Diploma in any related field Experience and skills:

• A minimum of 5-8 years of general management experience, preferably in the NGO sector.
  • Proven ability and experience in fundraising, staff management, and operations.
  • High computer skills, especially in MS Office; and ideally in database systems (CRM), donor portals and social media platforms.
  • Excellent English communication skills, both spoken and written.
  • Strong management and organisational skills.
  • Excellent interpersonal skills
  • Critical thinking skills
  • Good analytical skills with the ability to interpret data and devise action plans
  • Good with numbers and a basic understanding of accounting, financial management and reporting.

Attributes:

• A team player who also works well independently
  • Clear and strong alignment with CHOC’s mission and values
  • A highly motivated individual with a willingness to take initiative and responsibility.
  • Must have a high level of administrative maturity, tact, and diplomacy.
  • Excellent analytical skills, ability to interpret data and devise action plans.
  • Perform well under pressure.
  • A high level of accuracy and detail oriented
  • Ability to work independently, manage own time and prioritise work.
  • Ability to maintain a high level of professionalism and integrity.
  • Ability to maintain confidentiality.
  • Ability to challenge and influence at all levels.
  • Willingness to travel as and when required.
  • Critical thinking skills
  • Excellent reporting writing skills
  • Ability to influence and negotiate with a range of stakeholders.
  • Good organisational skills
  • Ability to use discretion and be proactive.

Other: A valid unendorsed South African driver’s licence is essential.

PREFERENCE

An understanding of the NGO sector and the fundraising sector is preferred.

Salary in the range of R420 000 – R480 000 per annum, CHOC contributes towards a pension fund and medical aid after a successful probationary period.

To apply submit your application together with supporting documents with the names and contact details of at least three recent referees to reach vacancies@choc.org.za (subject line state: (NR Regional Manager) no later than 8th November 2024.

If you have not received a response by close of business 15 November 2024 consider your application unsuccessful

CHOC CHILDHOOD CANCER FOUNDATION SOUTH AFRICA AREA: CHOC HEAD OFFICE – RIVONIA

POSITION: PSYCHOSOCIAL SUPPORT SERVICES MANAGER REPORTS TO: CHIEF EXECUTIVE OFFICER

MAIN PURPOSE: To ensure that psychosocial support services are delivered to the children and their families in all Regions and Treatment Centres.

To oversee and maintain the smooth running of the psychosocial programme. Oversee current and new psychosocial programme development initiatives.

Key Performance Areas

Psychosocial Best Practice and Programme Delivery

Ensure that the appropriate standards of psychosocial support services are provided for the children and their families.

Assess the status of and requirements for psychosocial support services in each treatment centre in conjunction with the Chief Execute Officer (CEO), Regional Managers (RM’s), medical staff and local Social Work Departments (SW).

With the Programme Development Manager (PDM) coordinate the development of psychosocial related information for parents/caregivers.

Ensure good quality psychosocial services are rendered and uniformly applied.

Management and Supervision and General Support:

• Ensure the smooth running of the Psychosocial Programme/Department.
• Monitor and evaluate the professional standards in place for all CHOC psychosocial support staff.
• Manage, supervise, and support the Chief Social Worker in the execution of all aspects of his/her role and responsibilities.
• Take responsibility for the recruitment of agreed CHOC funded psychosocial support staff in consultation with the Human Resource Manager (HRM) and with the support of the CSW.
• Take responsibility for the probation review process of all new social workers and supervise, support the CSW in the probation review process of all new social auxiliary workers.
• Professionally manage all aspects of the CHOC psychosocial support staff functioning, including their training, development, supervision, and leave. The RM’s consult with the PSSM regarding operational procedures.
• Maintain discipline, and in consultation with the HRM deal with any employee related matters.
• Visit the regions as required and assess psychosocial progress with the RM’s and related staff.
• Implement all CHOC policies, protocols and procedures and ensure adherence.
• Ensure there is sufficient psychosocial staff for all operational requirements at any given time.
• Be available and approachable always to reporting staff.

• Professional Development
• In consultation with the CSW prepare his/her annual development plan.
• In consultation with the CSW, prepare annual development plans for each psychosocial staff member.
• Identify and inform HR of the need for training and development for all psychosocial staff members.

• Supervise and support the CSW to prepare and submit applications for bi-annual continued professional development (CPD) workshops to the South African Council for Social Service Professions (SACSSP) for assessment.

Stakeholder Relationship Management:

• Build and maintain good networking relationships with key external partners to take the Psychosocial Programme forward.
• Develop and maintain internal networking relationships between the regions, medical and social work staff at the Treatment Centres.
• Network and liaise with other organisations within the framework of agreed MoU’s where it is in place.
• Together with the CEO, network and liaise with international stakeholders to grow and develop the psychosocial programme.
• Network and liaise with Parent Organisations in the Childhood Cancer community; Childhood Cancer International (CCI), CCI Africa and any other stakeholder.

Strategic Leadership:

• Facilitate the process, in consultation with the CEO and RM, to fill the gaps in regions where CHOC social work services do not exist to ensure good quality services are rendered and uniformly applied.
• Initiate activities that set CHOC as a leader in the Psychosocial Sector (such as networking, conferences, and publications).
• Advise the CEO when there is a need to advocate for paediatric oncology psychosocial services and psychosocial matters in general.
• Advise and contribute to policies, protocols and procedures and identify and recommend any gaps and suggested changes to the CEO.
• In consultation with the CEO, formulate strategic plans for the Psychosocial Programme in keeping with growth and development in the field of childhood cancer, CHOC and the POU’s.

Administration and Finance:

• Prepare an annual programme plan for the Psychosocial Department.
• Prepare budgets for all areas of direct responsibility and assist regions in preparing their budgets which relate to psychosocial services.
• Assist with and provide input into funding proposals where needed.
• Manage and supervise the Chief Social Worker (CSW), in compiling/preparing accurate and reliable statistics and data.
• Prepare BOARD and other reports inclusive of data, insight, and impact reports regarding psychosocial support services.

• Education and Training
• Prepare, coordinate, and facilitate a formal induction programme (5day) for all new psychosocial support staff.
• Support the Programme Support Manager in the development of training material for volunteer coordinators, ward volunteers, house supervisors and parent volunteers.
• Support the HRM and PDM in organising volunteer coordinator and house supervisor meetings as and when required.

Minimum Requirements:

• Grade 12 / Matric certification.
• BA Social Work degree with Psychology as a second major.
• Current, up to date registration with the SA Council for Social Service Professions (SACSSP).
• Child Protection Register clearance.
• Appropriate, 6 to 8 years post qualification experience, with suitable supervision experience of which 3 years should be in a hospital setting.
• Minimum 2 to 3 years social work management experience.
• Computer literate.
• Unendorsed drivers’ license.

Knowledge, Skills, Training and Competencies Required

• Sound knowledge of social work; social work methods.
• Knowledge of the acts relevant to social work and working with children.
• Management, supervision, and analytical skills.
• Strategic planning and organisational skills.
• Ability to work cross culturally, with a multi-disciplinary team.
• Knowledge and experience in volunteer management.
• High level of stress tolerance and flexibility.

Salary in the range of R480 000 – R600 000 per annum, CHOC contributes towards a pension fund and medical aid after a successful probationary period.

To apply submit your application together with supporting documents with the names and contact details of at least three recent referees to reach vacancies@choc.org.za (subject line state: (HO PSS Manager) no later than 08th of November 2024.

If you have not received a response by close of business 15 November 2024 consider your application unsuccessful

AREA: HEAD OFFICE IN RIVONIA 

POSITION: TEMP HUMAN RESOURCE COORDINATOR (6 Months maternity cover) 

REPORT TO: CHOC HUMAN RESOURCE MANAGER 

Main Purpose: 

The purpose of the HR Coordinator is primarily focused on offering administrative support to the Human Resources Manager, with various functions of Human Resource within the following regions in CHOC. (Gauteng South, Free State, Western Cape, and Eastern Cape Regions) Regions) 

THE RESPONSIBILITIES ARE BUT NOT LIMITED HERETO 

Recruitment and Selection: 

• Assist with the preparation of JDs for the vacant posts. 
• Source the best advertising platform for various vacant positions within your designated region. 
• Post advertisements for vacant positions. 
• Conduct screening of CV’s and applications, setting up interviews, appointments, and the logistics thereof. 
• Ensure that the relevant Hiring Manager has completed the interview questionnaire and it’s approved by the HR Manager. 
• Prepare interview packs for the interview panel. 

Orientation & Onboarding 

• Welcome packs are prepared in time for the new employees. 
• Together with the HRM develop a proper orientation plan for all new employees. 
• Ensure there is planned induction be it at Regional/HO level. 
• Ensure that all the necessary resources are in place for new employee’s first day. 
• An induction program/plan is coordinated with the hiring manager and approved by the HR Manager, and any relevant staff. 
• Ensure that the induction checklist is completed and filed in the staff file. 
• All onboarding documentation is completed and submitted to HR Department. 
• Develop probation review forms for each role. 
• Ensure that the probationary process for all new employees is complied with and completed in the correct time frame. 
• Employment is confirmed after successful probation period and the HR Manager is notified. 

Termination of Staff 

• Assist managers with staff termination process including. 
• Retirement 
• Resignation 
• Retrenchment 
• Dismissals 
• Conduct exit interviews. 
• All exit documents are completed e.g. pension withdrawal forms etc. 

• Ensure all CHOC resources handed over at onboarding is collected back and signed for. (laptops, tablets, cell phones etc where applicable and both IT and finance are informed for inventory purposes) 

Payroll 

• Timeous and accurate collection of data for all new employees. 
• Liaise with staff regarding pay queries. 
• Electronic and manual filing of related documents. 
• Ensure that filing of staff information is up to date and comply with the quality system. 
• Maintain a proper document control system. 
• Archive month-end files and reports for previous tax year. 

Leave Coordination 

• Ensure all absences are accounted for. 
• Correct and valid supporting documents is submitted for various leave. 
• Submit all TOIL and Special leave applications to HRM for approval. 

Health and Safety 

• Coordinate the design/ development/ review/ implementation and monitoring of the departmental safety plans for each year. 
• Arrange and lead quarterly safety meetings. 
• Lead safety forums created by the company for example safety meetings and safety talks. 
• Report all safety incidents to the relevant people. 
• Discuss all safety incidents. 
• Follow-up on any activities assigned through safety meeting/committee/representative/management. 
• Attend safety education and refresher programs. 
• Comply with safety policies and procedures at the workplace. 
• Distribute safety information as and when required. 
• Annual statutory reporting (Return on Earnings 15th April) 
• Safe keep of Letter of good standing. 

Staff benefits administration (Medical Aid) 

• Coordinate all medical aid applications for submission to broker. 
• Administer all medical aid changes as and when required. 
• Attend to all medical aid queries from staff in liaison with the HRM for direction. 
• Facilitate all meetings with the medical aid broker and staff. 

HR Department Procurement 

• Request and process all HR supplier take on forms. (Fraxion) 
• Booking all approved travel and accommodation for HR Department. 
• Responsible for budget tracking. 
• Prepare all payment requisitions relevant for the HR Department, and ensure they are paid on time. 
• Ensure all suppliers and service providers have been paid on time and pop submitted. 

Staff Care 

• Suggestions are made to the HRM on the work environment and activities that can boost staff morale and increase employee engagement and satisfaction. 
• General staff queries are handled on time or escalated timeously. 
• Coordinate employee wellness, engagement initiatives and related events in your regions. 
• CHOC remains the employer of choice for all. 

Human Resource General Administration: 

• Provide data and prepare all relevant HR correspondence, documents, and or/reports as and when required. 
• Deal with enquiries, requests, and queries timeously and escalate to HRM if necessary. 
• Assist with the maintenance and development of policies and procedures. 
• Check and keep track of the attendance register in your regions. 
• Attend your regional staff meetings once a month. 
• Assist the HRM to prepare for annual payroll audit. 
• Update all relevant HR documentation. 
• Prepare for and participate in all HR related meetings as and when necessary, 
• Take minutes and distribute minutes to all parties involved as and when required. 
• As and when required complete all UIF documents. 

Communication Skills 

• • Verbal Communication: Effective oral communication for interacting with employees and external contacts. 
• • Written Communication: Clear and concise writing for emails, reports, and documentation. 
• • Listening Skills: Ability to understand and respond to inquiries and concerns. 

HR Knowledge 

• • Basic HR Understanding: Familiarity with HR policies, procedures, and compliance requirements. 
• • Regulatory Knowledge: awareness of employment laws and regulations 

TECHNOLOGY AND SOFTWARE Proficiency 

• • MS Office Suite: Proficiency in Word, Excel, PowerPoint, and Outlook for document creation and data management. 

CONFIDENTIALITY: 

• • Ethical Behaviour: Commitment to maintaining the confidentiality of sensitive HR information. 

CUSTOMER SERVICE: 

• • Service Orientation: A focus on providing excellent service to employees and candidates. 

PROBLEM-SOLVING: 

• • Analytical Skills: Ability to analyse information and make informed decisions. 
• • Solution-Oriented: A proactive approach to resolving HR-related issues. 

TEAM COLLABORATION: 

• • Team Player: Willingness to collaborate with HR team members and other departments. 
• • Interpersonal Skills: Ability to build positive working relationships. 

ADAPTABILITY: 

• • Flexibility: Readiness to adapt to changing HR processes, policies, and technologies. 

CUSTOMER FOCUS 

• • Candidate and Employee Focus: Prioritising the needs of candidates and employees and providing helpful assistance. 
• • Problem Identification: The ability to recognise potential HR issues or trends that may require attention. 
• • Cultural Competence: Understanding and respect for diverse backgrounds and perspectives in the workplace. 
• • Initiative: A proactive approach to identifying tasks and responsibilities and taking the lead in completing them. 
• • Conflict Resolution: Skill in managing and de-escalating interpersonal conflicts or HR-related issues. 
• • Professionalism: Maintaining a professional demeanour, appearance, and conduct in all interactions. 
• • Continuous Learning: A commitment to staying updated on HR best practices and trends. 
• • Dependability: Consistently meeting work commitments and expectations. 

Salary is R15 000 per month. 

To apply submit your CV with the names and contact details of at least 3 recent referees as well as the supporting documentation to vacancies@choc.org.za no later than 25th October 2024, A covering letter detailing your specific interest in and skills applicable for the position 

 Position: Regional Development Coordinator (Fundraiser) 

Based at: KwaZulu-Natal 

Reports to: Regional Manager 

Purpose: To contribute to the financial sustainability of the region by assisting with the development of a fundraising strategy and actively contributing to the financial growth in the region to meet the annual income targets. 

Responsibilities: 

Fundraising and Donor Relationships: 

• To provide a financial sustainability of the region with the support the Regional Manager by maintaining and growing the donor database. 
• To build active relationships with potential and existing donors and stakeholders. 
• To assist with donor communication, requests, and acknowledgments. 
• To develop events and campaign strategies and plans to achieve regional and national campaign objectives. 
• To successful pre-plan and execute fundraising events and campaigns in collaboration with the Regional Manager, volunteers, CHOC Cows and relevant staff. 
• To develop comprehensive operating plans and budget for each event/campaign. 
• To co-ordinate the design and production of all event/campaign related marketing material in line with CHOC’s Corporate Identity as well relevant merchandise. To monitor, asses and report on events and campaigns fundraising status (pre, during and post-event/campaign). 
• To work in collaboration with the Regional Communication Assistant and National Events Coordinator to generate publicity for campaign. 

Development Strategy 

• To increase funding by creating and implementing a fundraising plan that details how the region solicits donors and identifies funding sources such as corporates, grants, foundations, schools, community organisations, in-kind donations, charitable events and marketing opportunities. 
• To share the fundraising plans with the Regional Manager for oversight and leadership. 

Public Relations: 

• To create regional marketing materials, social media and advertising campaigns as part of a public relations strategy. 
• To expand the brand visibility to target audiences through community relations, speaking engagements, newsletters, and charitable events in the region 

Corporate Volunteering 

• To develop and manage a regional corporate volunteering programme; 
• To liaise with regional staff in identifying corporate volunteering opportunities. 

General Administration, Data Management & Reporting: 

• To maintain Salesforce Database with timely updates of all records relating to donors, donations, campaigns, and events. 
• To prepare the monthly regional fundraising report regarding fundraising income and the Donor Pipeline and submit to the Regional Manager. 
• To submit weekly reports on the status of donors, events, and campaigns. 
• To provide input to the Regional Manager with the income section of the region’s annual budget. 
• To ensure that all CHOC policies and procedures are implemented and adhered to. 
• To undertake all responsibilities and tasks embracing CHOC’s values, ethos, and behaviours 

Applicant Requirements: 

Education: Suitably qualified candidate with a relevant bachelor’s degree. 

Experience: A minimum of 3 years corporate fundraising experience within a NPO (Non-Profit Organisation) as well as in but not limited to, public relations, prospecting, business development and negotiation. Persuasive writing, strong verbal communication and the ability to interact with company executives. 

Additional Training/Experience: High level computer literacy, excellent written and verbal communication skills, social media, research skills and high net worth networking. 

Skills and Attributes: Strong proven relationship building, and solicitation skills are important. Attention to detail, organizing skills, ability to work under pressure, creative and analytical skills, good interpersonal skills and the ability to relate to a wide range of corporate donors, strong planning skills, including the ability to anticipate tasks, set priorities, meet deadlines and function smoothly under strict deadlines and shifting priorities, strong team player who also works well independently. 

Other: Valid driver’s license essential. 

Salary in the range of R276 000 – R324 000 per annum CHOC contributes towards a pension fund and medical aid after a successful probationary period. 

To apply submit your CV with a cover letter and names with contact details of at least three contactable references should be emailed to vacancies@choc.org.za ,clearly indicate KZN Regional Development Coordinator (Fundraiser) on the subject line. 

• Curriculum Vitae 
• Cover letter 
• Qualifications 
• Driver’s license 
• ID Copy or Passport 

If you have not received a response by 15 September 2024 consider your application unsuccessful. 

AREA: HEAD OFFICE IN RIVONIA
POSITION: BOOKKEEPER
REPORT TO: CHOC MANAGEMENT ACCOUNTANT
START DATE: 1 October 2024

MAIN PURPOSE:

To perform various accounting processes and functions to achieve compliance, consistency and efficiency in the Finance and Administration Department.

THE RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

• Maintain accurate and complete financial records using accounting software (Sage Evolution).
• Review and import regional and/or head office cashbooks on Sage.
• Review and import petty cash and regional transport funds on Sage.
• Process and reconcile monthly petty cash, transport funds and bank accounts.
• Prepare and import relevant regional cashbooks on Sage.
• Process accounts payable and receivable transactions.
• Ensure that all expenses have been appropriately approved and within budget on the spend management system (Fraxion).
• Prepare and load EFT payments and transfers ensuring that relevant supporting documentation is attached.
• Maintain accounting controls by adhering to policies and procedures.
• Collaborate with internal teams to ensure financial compliance.
• Ensure that regional staff adhere to policies and procedures.
• Ensure that financial records are complete and accurate.
• Ensure that all payment requisitions include relevant supporting documentation.
• Manage and control the office petty cash.
• Maintain head office and regional preferred supplier listings.
• Ensure that all bank account beneficiaries are loaded on the banking system.
• Prepare monthly insurance schedules.
• Assist with the completion of insurance claim forms.
• Order stationery for the head office.
• Assist with preparation for the annual external audit.
• Provide administrative and accounting support as and when required.

THE MINIMUM REQUIREMENTS:

Qualification: Bookkeeping Certificate or Diploma

Experience: At least 2 years’ relevant experience, preferably in a non-profit organisation.

Skills and Attributes:

• Numeracy, accuracy, and attention to detail.
• Be an analytical thinker with strong problem-solving skills.
• Ability to work under pressure and meet deadlines.
• Excellent communication skills and the ability to take and display initiative.
• Proficiency in accounting software such as Sage Evolution or similar.
• Time management.
• Strong written and oral communication.
• Good interpersonal and organisational skills.
• Strong work ethic.
• Ability to work as a team player as well as independently.

Language Proficiency: Fluency in English

Other: Proficiency in Microsoft Office and good administrative skills.

CHOC CHILDHOOD CANCER FOUNDATION SOUTH AFRICA
AREA: CHOC WESTERN CAPE AND NAMAQUA REGION
POSITION: SOCIAL WORKER. Full day post serving the Paediatric Haematology/Oncology Unit at Tygerberg Hospital (POU)
DIRECT LINE MANAGER: CHOC Psychosocial Support Services Manager (PSSM)
DOTTED LINE MANAGER: CHOC Regional Manager (RM)
SUPERVISOR: CHOC Chief Social Worker (CSW)
START DATE: As soon as possible

MAIN PURPOSE:

• To provide counselling and psychosocial support services to children and teenagers diagnosed with cancer or life-threatening blood disorders and their families.

• To coordinate additional support services and resources offered by internal and external stakeholders to the paediatric haematology/oncology unit.

• To be responsible for the accurate management of the administrative function.

The incumbent’s job description entails but is not limited to the following.

THE RESPONSIBILITIES ARE:

Counselling:

• Facilitate the counselling of and support to the family at the time of breaking bad news.

• Provide ongoing individual and/or group counselling to the patient and family from diagnosis onward.

• Prepare the patient and/or parent/family for medical and treatment procedures.

• Provide end-of-life palliative care and support to the patient and family.

• Provide counselling and/or crisis intervention at the time of a patient’s death.

• Provide bereavement support to the families.

• Ensure appropriate discharge planning is carried out.Assessments:

• Undertake accurate and comprehensive psychosocial assessments of families and plan intervention accordingly.

• Assess, consult, and refer any cases that require statutory intervention as per the Children’s Act no 38 of 2005.

Networking and liaison:

• Network with internal and external bodies to enhance support services to the children, teenagers and their families.

• Assess, prepare and facilitate children and teenagers for the attendance of camps.

Meetings:

• Regularly attend hand-over, ward and team meetings.

• Regularly attend and contribute to regional staff meetings.

Educational Interventions:

• Liaise with the hospital- and the patient’s home school about the implications of the treatment

and eventual reintegration.

Ward Volunteers:

• Assist the region with the recruitment, selection, training and supervision of ward volunteers.

Administration:

• Update and maintain the CHOC database regularly with psychosocial support services data.

• Complete and submit monthly reports.

• Administer and record accurately the practical support services according to CHOC policies and procedures.

Personal and Professional Growth:

• Attend regular operational consultation with the regional manager.

• Attend regular supervision.

• Attend monthly online Psychosocial Teams meetings.

• Attend twice a year in-person national Psychosocial Team staff meeting.

Additional Support Services:

• Assist with the planning and organising of the annual CHOC Remembrance Service.

• Assist with the planning and organising of the annual ward/year-end party.

THE MINIMUM REQUIREMENTS FOR THE POST ARE:

Qualification: A recognised BA Social Work Degree (Honours) with majors in Social Work and Psychology. Up-to-date proof of registration with the S.A. Council for Social Service Professions (SACSSP).

Experience: Minimum three years’ experience as a qualified social worker in the child/youth and/or health sector with experience in working within an interdisciplinary team.

Language Proficiency: Proficiency is required in written and spoken English and Afrikaans as well as spoken IsiXhosa.

Recommendation: Experience of working with children, teenagers and their families compromised by life-threatening illnesses or other life traumas.

Skills and Attributes: High level of professional integrity, maturity, high stress tolerance, comfortable working in the field of loss, death and dying, the ability to work independently and yet within the broader CHOC team.

Additional Training: Computer literacy (Outlook, MS Office; Word, Excel, Powerpoint) and good administrative skills.

Other: A valid unendorsed South African driver’s licence.

Salary in the range of R228 000 – R246 000 per annum CHOC contributes towards a pension fund and medical aid after a successful probationary period.

To apply submit your CV with a cover letter and the names and contact details of at least three recent referees as well as the following documentation to reach vacancies@choc.org.za

• Certified copy of your identity document

• Certified copy of your driver’s licence

• Certified copy of your degree certificate

• Certified copy of your academic record

• Certified copy of your SACSSP registration certificate

• Certified copy of your 2023 SACSSP registration card

If you have not received a response by 9th of November 2023 consider your application unsuccessful.

AREA: PORT ELIZABETH 
POSITION: HOUSE SUPERVISOR (this is a live in position) 
REPORT TO: REGIONAL MANAGER 
CONTRACT TYPE: PERMANENT 
START DATE: 1 AUGUST 2024 

MAIN PURPOSE:

To supervise the support given to patients and their parents/caregivers at the CHOC House, manage the house and its facilities and liaise with the Psychosocial Staff. 

RESPONSIBILITIES 

• Supervision of House staff
  • To ensure that all contracts are signed by both house and casual staff where needed and that staff are aware of the applicable policies and procedures relevant to accommodation. 
  • To develop monthly timetable for weekend shifts of relief staff at the CHOC House. 
  • To oversee leave of staff and ensure appropriate plans have been put in place to ensure the daily running of the house. 
  • To submit accurate overtime/relief sheets on time to the Regional Manager. 
  • To ensure that the house staff are performing their tasks and responsibilities and report any issues to the Regional Manager. 

• CHOC House
  • To supervise patient admissions to the house in conjunction with the relevant hospital and CHOC staff. 
  • To ensure that the CHOC house policy and house admission rules are adhered to. 
  • To supervise the effective day-to-day running of the house. 
  • To support and assist the children and caregivers where required. 
  • To plan a weekly menu, and that nutrition meals for the children and parents/caregivers is prepared by the House Support Assistant and in her absence the House Supervisor. 
  • To oversee maintenance issues at the CHOC House and to ensure that problems are being recorded and fixed timeously. 
  • To ensure a clean, safe, and tidy garden and vehicles. 
  • To transport children and parents to and from treatment centre as and when required 
  • To assist patients and their parents/caregivers with their return-home requirements, as well as any arrangements that need to be made for various procedures of the child. 
  • To be available for emergencies on a 24-hour basis when on duty. 
  • To hold weekly meetings with the parents staying at the house and submit the minutes timeously to the Regional Manager. 
  • To meet regularly with house staff to iron out any challenges. 
  • To ensure that the donation storeroom is kept neat. 
  • To ensure that house inventories are kept up to date. 
  • To oversee the food storeroom, check expiration dates and to update the food inventory timeously. 
  • To ensure compliance with all Health and Safety aspects at the House. 
  • To accept in-kind donations relevant to the house as per the region’s GIK process in conjunction with the Regional Coordinator. 
  • To ensure that the GIK record form of received donations is submitted to the Regional Administrator to proceed with the thank you letters. 
  • To arrange weekly interactive programme for the children and their caregivers who are staying at the house and to be actively engaging with the house occupants. 
  • To arrange skill workshops to be done with the parents. 
  • To arrange house volunteers to do activities with the children. 
  • To plan and arrange outings for parents and children with the permission obtained from the Paediatric Oncology Unit. 
  • To ensure the house and garden is always in a well-presented condition for visitors show around. 
  • Weekly or monthly grocery shopping 
  • Prepare once a week RC morning tea sandwiches 
  • Report incidents to RM 

• Events and Function 
  • To assist in organising any event as requested 
  • To buy refreshments or food for events or office meetings 
  • To prepare the boardroom for upcoming meetings with visitors. 

• Finances and Administration
  • To maintain financial record keeping regarding the House purchases. 
  • To administer transport funds. 
  • To assist with recording of donations in kind that is received at the office. 
  • To regularly update the house occupant’s information to the Accommodation service on Salesforce. 
  • To compile statistical records of bed occupancy, vehicle reports and submit to the Regional Manager and Regional Coordinator. 
  • To coordinate volunteer and/or donor visits to the CHOC House 
  • To coordinate all meetings in terms of logistics and catering at the CHOC House. 
  • To maintain the asset, register for the House. 
  • To assist with CHOC programmes as requested by the Regional Manager. 

REQUIREMENTS FOR POST 

Qualification: Minimum of Grade 12 and a qualification as a Social Auxiliary Worker or as a Child and Youth Care Worker will be an advantage 

Experience: Minimum of 2years Experience in caring for people compromised by illness, previous experience as a House Supervisor/Mother would be an advantage. 

Additional Training: Above average computer literacy (MS Office) + CRM database and good administrative skills as well as CPR and/or first aid. Private and Confidential 

Skills and Attributes: Maturity, stress tolerance, compassion, empathy, patience, discretion yet assertive, be comfortable in working with people compromised by illness and affected by illness, proactive, a high level of integrity, be highly motivated with a willingness to take initiative and responsibility. 

Recommendation: Experience of working with children and their families compromised by life threatening illnesses or other life traumas, as well as experience in a supervisory role. 

Language Proficiency: Fluency in English and a good understanding of other African languages especially Xhosa & Afrikaans 

Other: A valid unendorsed South African driver’s license C10 with a PDP license and over 3years driving experience. 

Salary in the range of R90 000 – R98 400 per annum CHOC contributes towards a pension fund and medical aid after a successful probationary period. 

To apply submit your CV with the names and contact details of at least 3 recent referees as well as the following documentation to reach the HR Coordinator at vacancies@choc.org.za no later than 5th July 2024: PLEASE USE PE HOUSESUPERVISOR on the subject line. 

• Certified copy of your identity document/passport 
• Certified copy of your driver’s licence 
• Certified copy of your degree certificate/academic record 

If you have not received a response by close of business 12 July 2024 consider your application unsuccessful.