Jana Kotzé

Over the last 11 years, I have worked my way from a Clerk to a HR Manager. I have experience in a variety of industries and can appreciate my own adaptability in an ever-changing, fast-paced environment.

Unfortunately, I find myself in a position where our holding company is centralising it’s HR Support Services which means that my position is being made redundant. Aside from the obvious lack of income, and lost independence, I’m also quite used to having my career being a central point to my diary.

With this new development, I’m therefore available at very short notice. As you can imagine, it’s in my nature to want to close things off properly before I leave a company.

Amazing Vouchers (Pty) Ltd

                Description:   Online Digital Marketing Company (100% remote working environment)

                     Benefits:   Provident Fund, Funeral Fund, Disability Fund, Group Life, Medical Aid, Working from Home

   Reason for Leaving:   Company Restructuring HR Department

                   Positions:   HR & Payroll Manager                   :  8 June 2020 – Present

                        Duties:

Statutory

   • Adjusting policies and procedures to maintain legal compliance

   • Advising on discipline and performance management

   • Conducting end of contract investigations and execute extension, termination, or permanent contract

   • Ensuring that all managers are able to maintain positive day-to-day IR

   • Coordinating and preparing evidence portfolios for hearings and CCMA

   • Acting as charge officer or chairing of disciplinary hearings

   • Representing the company at the CCMA for conciliation and arbitration

   • Maintaining HR compliance

   • Liaison between the company and the labour consultants (ILS)

Recruitment

   • End to end recruitment of all positions

   • Conducting pre-interview checks to ensure that the individual will be able to work from home

   • Developing interview guides

   • Developing job descriptions

   • Compilation of offer documentation

   • Ensuring the full take-on packs are completed and submitted to Payroll correctly and on time

   • Continuous bulk recruiting for the Sales Agent position

Policies and Procedures

   • Developing and implementing policies and procedures within the company

   • Adjusting policies as required in line with the company strategy

   • Communicating the policies and procedures to the employees and ensuring compliance

Payroll

   • Obtain all information from new employees and compile 1 PDF pack per person for capturing 

   • Compiling the Final Payment Checklist for terminations and uploading 1 pack for capturing per person

Training

   • Development of training material 

   • Uploading training material onto the Learning Management System (TalentLMS)

   • Developing and managing the review process to test the efficacy of the training

   • Acting as first contact for newly employed employees

Management

   • One direct report (HR Administrative Assistant)

   • One indirect report (Recruitment Specialist)

   • Advising 5 Team Leaders, a Trainer, and the Customer Services Manager on HR Matters

   • Remote management

   • Developing tools and processes to close feedback loops

   • Knowledge-sharing and training to assist with growth

Administration

   • Maintaining reports to have up to date information and provide short-notice feedback to Exco

   • Loading and removing employees on/from company platforms

   • Maintaining the digital employee files

   • Confirmations of employment for former and current employees

   • Administration of the Provident Fund and Medical Aid benefits

Village n Life (Pty) Ltd

                Description:   Tourism group with 700-800 employees, 5 hotels, 8 self-catering villages, and several other entities as per Annexure A.

                     Benefits:   Provident Fund, Funeral Fund, Disability Fund, Group Life, and 13th Cheque.

   Reason for Leaving:   Covid-19 pandemic caused all employees to be laid off

                   Positions:   HR Officer (Group) :           6 August 2018 – 5 June 2020

                        Duties:

Business Partnering

   • Maintaining positive relationships with the leaders of the products and businesses within the company

   • Reviewing policies and procedures within Human Resources to keep the department relevant and innovative 

   • Oversee annual review and HR status protocol

Recruitment

   • Ensuring that the recruitment protocol is followed with both external and internal vacancies

   • Ensuring that all new recruits are of the expected calibre

   • Ensuring that managers are able to recruit and select effectively

Standards, Policies and Procedures

   • Drawing up, implementing, and maintaining the HR protocols and manuals

   • Overseeing annual leave planning and schedules

   • Conducting scheduled, structured, on-site HR audits of all products and business units

Statutory

   • Coordinating legal matters and compliance with management and ILS (Labour Consultants)

   • Advising on discipline and performance management

   • Coordinating, preparing, and acting as charge officer or chairing of disciplinary hearings

   • Representing the company at the CCMA

   • Maintaining HR compliance

   • Coordinating the organisation’s restructuring processes

   • Employment Equity protocol and submissions to the Department of Labour requirements

   • Overseeing COIDA protocol and claims

   • First point of contact for all Employee Unions

   • Annual Training Report and Skills Development Plan

   • Ensuring that the grievance procedures are communicated to all staff

   • Ensuring that the grievance procedures are followed by all employees within the company

   • Acting as final escalation of grievances that could not be sorted out earlier in the process

Staff Wellness

   • Career Houses

         ○ Managing the room allocations for employees

         ○ Liaising with the Residential Coordinator with regards to unresolved maintenance and housekeeping grievances

         ○ Assisting with obtaining rent payments from employees and relevant payments to Club Resco (Rental Agents)

         ○ Assisting with the calculation should an employee not pay the standard rent for the room

         ○ Custodian of rental agreements for the staff and main rental agreements with Club Resco (Rental Agents)

   • Staff Wellness

         ○ Executing rewards and recognition programmes, including length of service milestone and annual ownership awards

         ○ Ensuring protocol relating to staff functions and benefits are offered

         ○ Assisting with staff housing and transport programmes

         ○ Coordinating and offering telephone assistance

         ○ Chairman’s special welfare programme

   • Benefits

         ○ Communicating and positive sign up to the pension fund

         ○ Assisting with registration and pay outs

         ○ Coordinating the annual Old Mutual training

   • Fraud and Theft Hotline

         ○ Marketing and coordinating the mailbox associated with the whistle-blower hotline

African Pride 15 on Orange Hotel, Autograph Collection (Marriott Hotels)

                Description:   5 Star Boutique Hotel in the heart of Cape Town with 129 rooms, 13 conference venues and 3 Food and Beverage outlets. 120 full time employees at the Hotel. 

                     Benefits:   Provident Fund, Medical Aid, Funeral Fund, Disability Fund, Group Life and Guaranteed 13th Cheque.

   Reason for Leaving:   New Opportunities

                   Positions:   HR Officer                                     :  1 February 2016 – 3 August 2018

                        Duties:

Business Partnering

   • Maintaining a Business Partner relationship with the Managers and Heads of Department of the Hotel 

   • Accepting responsibility for all Human Capital aspects within the Hotel

   • Setting up and ensuring implementation of HR processes for the Hotel

   • Ensuring compliance with Policies and Procedures passed down by Marriott International

Recruitment

   • Coordination of recruitment and selection

   • Compiling offer documents 

   • Customising Job Descriptions for the property

   • Organising and Leading of Inductions for new and promoted employees

Payroll

   • Monthly meetings with all Department Managers to review each employee’s timesheet for the month

   • Calculation and Capturing of Overtime, Shift Allowances, Deductions, Leave

   • Compiling Payroll paperwork for processing by Head Office (Segregation of duties needed to be maintained and the Payroll responsibilities were therefore split)

         ○ New Hires, Terminations, Promotions, Transfers, Personal Information Changes, Medical Aid Changes, Staff Loans, etc

Monthly Reporting

   • Headcount Report, Leave Liability Report, Bonus Provision Report, Salary Journal, Staff Movement Report, Employment Equity Update, Labour Turnover Report, Tracking of Total Salary Spend against budget, Ad hoc reports as required

Industrial Relations

   • Disciplinary Action and Performance Programs for Employees and Managers

   • Liaising with the Legal Advisors to ensure total compliance (Integrated Labour Solutions) 

   • Counselling of all Staff and Managers as Required

   • Grievance Procedures

Staff Engagement

   • Coordinating Annual “Engagement Survey”

   • Pre-Survey and Post-Survey Reporting, Meetings and Information Sessions

   • Drawing up of Action Plans and enforcing Implementation

Miscellaneous

   • Benefits Administration and Enquiries (Medical Aid, Provident Fund, Funeral Fund, Disability, Life Insurance, Maternity Benefits)

   • Staff Transport – Administration, Supplier Liaison, Complaints and Compliments

   • Staff Uniform Administration (including name badges)

   • Organograms 

   • Assisting with the Annual Budget

Daymon Worldwide (Pty) Ltd

                Description:   International Sales, Merchandising, Marketing and Promotions Company. 1700 permanent and 500 temporary employees within South Africa

                     Benefits:   Pension Fund, Medical Aid, Disability Fund, Group Life, Guaranteed 13th Cheque, Vehicle Allowance and Petrol Card

   Reason for Leaving:   Relocation to Cape Town from Johannesburg. Temporarily assisting the company by filling a vacancy as a Training Coordinator while seeking more permanent employment.

Positions:

      Training Coordinator       : 29 October 2015 – 31 January 2016

     HR Officer (Interactions) : 1 October 2014 - 28 October 2015

     HR Officer                       : 2 September 2013 - 30 September 2014

     Junior HR Officer            : 2 July 2012 – 1 September 2013

     HR & Office Administration Clerk  : 5 July 2010 – 1 July 2012

Duties:

  • As a Training Coordinator

         ○ Training of Sales Advisors for upcoming events on specific products

         ○ Compiling assessments for Sales Advisors based on Training Material

         ○ Updating of the Training Database with all training performed

  • Human Resources Information Systems

         ○ Headed up the roll-out, training and customisation of Workday in South Africa

         ○ Ongoing point of contact for Workday for the associates based in South Africa

• Business Partnering

         ○ HR processes

         ○ Staffing requirement projections

         ○ Compensation Packages

         ○ Contract Development

         ○ Disciplinary Actions, Grievances and Complaints

         ○ Counselling

  • Performance Management, Training and Development

         ○ Administration of Performance Management and Development processes in Daymon including:

                   ú Goal Setting, Mid-Year and Annual Reviews, Feedback Session, Annual Merit Increases and Incentive Bonuses, Talent Reviews and other Periodic People Reviews

         ○ Training needs analysis

         ○ Coordination of training programs and drawing up training materials

  • Recruitment

         ○ Recruitment and Selection of Non-Store staff

         ○ Job Descriptions

         ○ Induction Booklet and Plans

         ○ Oversaw Bulk Recruiting Process

  • Administration

         ○ Benefits Administration || Dealing with HR-related Payroll queries and issues || Regular Reports || Staff Uniforms || Salary Advances || Organograms || Assisting with the Annual Budget || Management Meetings || ID Access Cards || Petrol Cards || Long Service and Citation Awards || General Office Supplies and Groceries

Kevro

                Description:   Wholesale seller of promotional gifts and clothing 

   Reason for Leaving:   Opportunity to work in Human Resources

Positions:

   • Sales Manager      : 1 May 2010 – 2 July 2010

   • Sales Consultant/Receptionist : 14 April 2009 – 30 April 2010

Duties:

   • Managing the Sales Consultants and Receptionist

   • Data Capturing and Tracking

   • Drawing up of Training Manual

   • Sales of All Promotional Gifts and Clothing

   • Assisting the Branch Manager

Petra Training (Part-time)

                Description:   Small Company outsourcing training to the construction industry 

   Reason for Leaving:   No security and inconsistency of salary payments

                   Positions:   Administrator (Part Time)                  :  January 2008 – 10 April 2009

                        Duties:   Management of trainer || Administration

PASS (Project Administration and Specialised Services) (Part-time)

                Description:   Independent Consulting Civil Engineer

   Reason for Leaving:   The owner closed the company to pursue a more secure position

                   Positions:   Administrator (Part Time)                  :  August 2007 – October 2008

                        Duties:   Basic administration || The company consisted of only myself and the Consulting Civil Engineer

Meyker Re-Teng Construction (Part-time)

                Description:   Civil Engineering Company

   Reason for Leaving:   Bursary paid off. I took on a contract with the HR Consultant providing services to the company and concentrated on his training company

                   Positions:   Administrator (Part Time)                  :  June 2006 – December 2007

                        Duties:   Gaining information from the workers || Informing workers about health issues that affect the general population

Long Term Studies

B.Com Human Resource Management (University of the Free State) - Completed 2007

Major Modules:     Industrial Psychology, Psychology, Economics, Management (Full Academic Results on Request)

Grade 12 (Eunice High School, Bloemfontein) – Completed 2003

Subjects:              English, Afrikaans, Mathematics, Physical Science, Biology, Accounting

Short Courses

Building Collective Relationships Training (Integrated Labour Solutions) || Annual Labour Law Case Reviews (Labour24) || Industrial Relations Training: High Performance People Training (Integrated Labour Solutions) || Biometric Time-Keeping System-TimeRegister Training (Trac-Tech) || Pension Fund Trustees-Fiduciary Duties & Investments (ICTS) || Disposal of Death Benefits (ICTS) || Workday Training and Customisation (Daymon Worldwide, Stamford, Connecticut || How to Create Development Plans (Daymon Worldwide) || Chairing a Disciplinary Hearing (Daymon Worldwide) || Day to Day Industrial Relations- Managing Discipline (Daymon Worldwide) || Industrial Relations-Initiator Training (Daymon Worldwide) || BBBEE Scorecard Workshop (EconoBEE) || Managing Others (Daymon Worldwide) || First Aid Level 2 (National First Aid Academy)