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SayPro Vacant and Overlapping Positions Identification Form

SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.

Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407

Written by

Clifford Lesiba Legodi

in

To be completed by department heads and HR for identifying vacant and overlapping positions within SayPro.

SECTION A: Department and Position Overview

FieldDetails
Department / Unit Name[e.g., Program Management]
Department Head Full Name[e.g., Michael Thabo]
Position Title[e.g., Program Coordinator]
Reporting Date[DD/MM/YYYY]
Submission Date[DD/MM/YYYY]

SECTION B: Vacant Position Identification

Please list all positions that are currently vacant within your department and provide details.

Position TitleReason for VacancyDate of VacancyExpected Fill DateTag Status
Monitoring & Evaluation OfficerResigned[DD/MM/YYYY][DD/MM/YYYY]☐ Vacant
Data AnalystInternal promotion[DD/MM/YYYY][DD/MM/YYYY]☐ Vacant
Outreach CoordinatorPosition on hold due to strategic review[DD/MM/YYYY][DD/MM/YYYY]☐ Vacant

SECTION C: Overlapping/Redundant Positions

Identify any overlapping or redundant positions where responsibilities may be duplicated within the department or organization. Please clarify if roles are under review for consolidation.

Position TitlePosition Title(s) OverlappingReason for RedundancyDate IdentifiedAction PlanTag Status
Communications OfficerPublic Relations OfficerBoth responsible for media relations and outreach[DD/MM/YYYY]Consolidate under one role☐ Redundant
Program AssistantAdministrative AssistantOverlapping duties in scheduling, reporting, and data management[DD/MM/YYYY]Role review for potential consolidation☐ Overlapping
Senior Project ManagerProject DirectorBoth overseeing large-scale project management[DD/MM/YYYY]Review job descriptions for overlap☐ Overlapping

SECTION D: Vacancy and Redundancy Tagging Summary

Tag TypeTotal Count
Vacant Positions[e.g., 3]
Redundant Positions[e.g., 1]
Overlapping Roles[e.g., 2]
Positions Under Review[e.g., 2]

SECTION E: Action Plan for Addressing Vacancies and Overlaps

Please describe the steps and timelines for addressing the identified vacant, redundant, or overlapping positions. This may include recruitment plans, restructuring actions, or role redefinitions.

Position TitleAction PlanResponsible PartyDeadline
Monitoring & Evaluation OfficerOpen recruitment process for replacementHR Department[DD/MM/YYYY]
Data AnalystInternal candidate selection and promotionHR and Department Head[DD/MM/YYYY]
Communications OfficerConsolidate roles and align responsibilitiesHR and Department Head[DD/MM/YYYY]
Senior Project ManagerRole review and consolidation of dutiesHR and Program Head[DD/MM/YYYY]

SECTION F: Department Head Validation

I confirm that the above-listed vacancies, overlapping, and redundant positions have been accurately identified and that the proposed actions are in line with SayPro’s operational needs.

Department Head NameSignatureDate
[Full Name][DD/MM/YYYY]

SECTION G: HR Department Review (Internal Use Only)

HR Review StatusNotesNext StepsDate of HR Review
☐ Approved[e.g., Confirmed vacancies aligned with budget]Proceed with recruitment process for vacant roles[DD/MM/YYYY]
☐ Additional Information Needed[e.g., Need clarification on overlap actions]Follow up with department head for clarity[DD/MM/YYYY]
☐ Pending Restructure[e.g., Structural review required for redundancy]Plan restructure and reskill impacted employees[DD/MM/YYYY]

📎 Submission Instructions:

  • Submit the completed form to HR and Strategic Planning Office.
  • Due: Within the first 10 working days of each quarter for updates and quarterly review.

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