SayPro Vacant and Overlapping Positions Identification Form

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

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SECTION A: Department and Position Overview

Field	Details
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]

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SECTION B: Vacant Position Identification

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

Position Title	Reason for Vacancy	Date of Vacancy	Expected Fill Date	Tag Status
Monitoring & Evaluation Officer	Resigned	[DD/MM/YYYY]	[DD/MM/YYYY]	☐ Vacant
Data Analyst	Internal promotion	[DD/MM/YYYY]	[DD/MM/YYYY]	☐ Vacant
Outreach Coordinator	Position on hold due to strategic review	[DD/MM/YYYY]	[DD/MM/YYYY]	☐ Vacant

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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 Title	Position Title(s) Overlapping	Reason for Redundancy	Date Identified	Action Plan	Tag Status
Communications Officer	Public Relations Officer	Both responsible for media relations and outreach	[DD/MM/YYYY]	Consolidate under one role	☐ Redundant
Program Assistant	Administrative Assistant	Overlapping duties in scheduling, reporting, and data management	[DD/MM/YYYY]	Role review for potential consolidation	☐ Overlapping
Senior Project Manager	Project Director	Both overseeing large-scale project management	[DD/MM/YYYY]	Review job descriptions for overlap	☐ Overlapping

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SECTION D: Vacancy and Redundancy Tagging Summary

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

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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 Title	Action Plan	Responsible Party	Deadline
Monitoring & Evaluation Officer	Open recruitment process for replacement	HR Department	[DD/MM/YYYY]
Data Analyst	Internal candidate selection and promotion	HR and Department Head	[DD/MM/YYYY]
Communications Officer	Consolidate roles and align responsibilities	HR and Department Head	[DD/MM/YYYY]
Senior Project Manager	Role review and consolidation of duties	HR and Program Head	[DD/MM/YYYY]

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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 Name	Signature	Date
[Full Name]		[DD/MM/YYYY]

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SECTION G: HR Department Review (Internal Use Only)

HR Review Status	Notes	Next Steps	Date 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]

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📎 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.