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SayPro Human Capital Contract Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP116
SayPro Human Capital Contract Management Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP116
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 03 March 2025
Next Review Date: 03 August 2025
1. SayPro Speech by Neftaly Malatjie on launching the SayPro Human Capital Contract Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP116
To the chairperson of SayPro, all SayPro Royal Committee Members, all SayPro Royal Chiefs, all SayPro Royal Human Capital
Kgotso a ebe le lena
It is with immense pride and a deep sense of purpose that I address you today as we officially launch and implement the SayPro Human Capital Contract Management Policies, Procedures, Processes, Templates, Documents, and Forms, codified as SayProP116.
At SayPro, we believe in excellence. We believe in accountability. And we believe in building a sustainable future through sound governance, integrity, and effective systems. Today marks yet another milestone in our journey to institutionalize those values across every area of our operations.
SayProP116 is not merely a policy document. It is a living framework that outlines how we manage one of the most critical components of our organization: contracts and agreements involving our human capital. From recruitment contracts to freelance agreements, from consultancy service contracts to executive employment terms—this policy governs the full lifecycle of every engagement with precision and compliance.
Why Is This Important?
The contract management process is the foundation of trust between SayPro and its employees, contractors, and partners. Without a standardized system, we are vulnerable to inconsistency, legal exposure, and inefficiency.
The SayPro Human Capital Contract Management Policy establishes guidelines for the creation, execution, monitoring, and termination of contracts within SayPro. It ensures legal compliance, risk mitigation, and proper governance of all contractual agreements, including employment contracts, service agreements, vendor contracts, and partnership agreements.
SayProP116 addresses this by:
- Establishing clear procedures for drafting, reviewing, approving, storing, and monitoring contracts;
- Providing user-friendly templates and forms to streamline execution and minimize risk;
- Defining roles and responsibilities across all levels of SayPro to ensure transparency and accountability;
- Embedding compliance controls to align with labor laws, regulatory standards, and ethical expectations;
- And most importantly, ensuring that every person we engage with is treated fairly, respectfully, and professionally.
Our Commitment to Excellence
Let me be clear—this policy is not a static document that sits in a folder. It is a strategic tool that will be updated regularly, reviewed continuously, and implemented rigorously. It reflects our commitment to governance, to fairness, and to the highest standards of contractual integrity.
As we roll out SayProP116 across all departments and projects, I urge every manager, officer, and employee to embrace this system. Let’s read it. Let’s understand it. Let’s live it. Because when we have clarity in our contracts, we have clarity in our working relationships—and that clarity breeds productivity, loyalty, and trust.
Gratitude and Recognition
I would like to take a moment to thank the SayPro Human Capital team, our legal advisors, the Policy Review Board, and all stakeholders who contributed to the development of SayProP116. Your diligence, insight, and dedication are deeply appreciated. You are helping to build a SayPro that is not just efficient—but visionary.
In Conclusion
As we officially adopt the SayPro Human Capital Contract Management Policy SayProP116, let us recognize this not just as an administrative reform, but as a statement of who we are as an organization. We are ethical. We are accountable. We are professional. And we are ready to lead by example—not only in what we do but in how we do it.
Together, let us set a new benchmark in contract governance that will serve as a model for organizations across our continent and beyond.
Thank you, and let us move forward with purpose.
Neftaly Malatjie | Chief Executive Officer | SayPro – Solutions for Impact
SayProP116-2. Scope
This policy applies to:
- SayProP116-2-1 All SayPro contractual agreements involving Human Capital.
- SayProP116-2-2 Employment, consultancy, supplier, and partnership contracts.
- SayProP116-2-3 Contract approval, documentation, and compliance procedures.
- SayProP116-2-4 All Contract Templates Shall be referenced as SayProP116-CT### (e.g. SayProP116-CT001) CT (Contract Template) 001 as per Section 3
- SayProP116-2-5 All Contract Documents shall be referenced as SayProP116-CD-XXXX-#-# (e.g. SayPro116-CD-CFR-1-1) CD (Contract Document), CFR (Royal Code), 1 (Office Number), 1 is aligned to Position Number below
- SayProP116-2-6 All SayPro Human Capital Positions with Jobs and Responsibilities shall be referenced as SayPro116-XXX-#A# (e.g. SayPro116-CFR-1A1) CFR (Royal Office) – 1 (Office Number) – A (Activity) – 1 for position number
- SayProP116-2-7 All SayPro Human Capital Job Adverts shall be referenced as SayPro116-XXX-#JA# (e.g. SayPro116-CFR-1JA1) CFR (Royal Office) – 1 (Office Number) – JA (Job Advert) – 1 (Position Number)
- SayProP116-2-8 Position Numbers: Manager(1), Officer (2), Specialist (3), Volunteer (5), UGI (6), Fellow (7), Learnership (8), Freelancer (9)
- Refer to this link for templates
3. Contract Types
SayPro manages various types of contracts, including but not limited to:
- SayPro Permanent Contract Template SayProP116-CT001
- SayPro Fixed Term Contract Template SayProP116-CT002
- SayPro Learnership Contract Template SayProP116-CT003
- SayPro TVET College 12 Months Internship Contract Template for TVET Graduated Students SayProP116-CT004
- SayPro TVET College 18 Months WIL Internship Contract Template for Students who need experience SayProP116-CT005
- SayPro TVET College 18 Months Unpaid Internship Contract Template SayProP116-CT006
- SayPro TVET College 12 Months Unpaid Internship Contract Template SayProP116-CT007
- SayPro TVET College 6 Months Unpaid Contract SayProP116-CT008
- SayPro University 12 Months Unpaid Internship Contract Template SayProP116-CT009
- SayPro University Unpaid 6 Months Internship Contract SayProP116-CT010
- SayPro Part Time Employment Contract Template SayProP116-CT011
- SayPro University WIL 12 Months Contract Template SayProP116-CT012
- SayPro University 6 Months Internship Contract Template SayProP116-CT013
- SayPro Learnership 12 Months Contract Template SayProP116-CT014
- SayPro 3 Months Unpaid Volunteers Contract Template SayProP116-CT015
- SayPro 6 Months Unpaid Volunteer Contract Template SayProP116-CT016
- SayPro 12 Months Unpaid Volunteer Contract Template SayProP116-CT017
- SayPro Lease Agreement Template SayProP116-CT018
- SayPro Consultant Contract Template SayProP116-CT019
- SayPro Freelancer Contract Template SayProP116-CT020
- SayPro Education Assessor Contract Template SayProP116-CT021
- SayPro Education Moderator Contract Template SayProP116-CT022
- SayPro Internal Auditor Contract Template SayProP116-CT023
- SayPro Vendor App Agreement Template SayProP116-CT024
- SayPro Non-Profit Fundraiser App Agreement Template SayProP116-CT025
- SayPro Videos App Agreement Template SayProP116-CT026
- SayPro Photos App Agreement Template SayProP116-CT027
- SayPro Charity, NPO and Welfare App Agreement Template SayProP116-CT028
- SayPro Sports, Arts and Culture App Agreement Template SayProP116-CT029
- SayPro Corporate Agreement Template SayProP116-CT030
- SayPro Arts, Culture and Heritage App Agreement Template SayProP116-CT031
- SayPro Biodiversity and Conservation Agreement Template SayProP116-CT032
- SayPro Government Services Agreement Template SayProP116-CT033
- SayPro Career Guidance App Agreement Template SayProP116-CT034
- SayPro Forum App Agreement Template SayProP116-CT035
- SayPro Logistics App Agreement Template SayProP116-CT036
- SayPro Private Schools App Agreement Template SayProP116-CT037
- SayPro Health and Wellness App Agreement Template SayProP116-CT038
- SayPro Events App Agreement Template SayProP116-CT039
- SayPro Investor App Agreement Template SayProP116-CT040
- SayPro Accountants Agreement Template SayProP116-CT041
- SayPro TV App Agreement Template SayProP116-CT042
- SayPro Tech App Agreement Template SayProP116-CT043
- SayPro Support App Agreement Template SayProP116-CT044
- SayPro Travel App Agreement Template SayProP116-CT045
- SayPro Agriculture App Agreement Template SayProP116-CT046
- SayPro Crowdfunding App Fundraiser Agreement Template SayProP116-CT047
- SayPro Classified App Advertiser Agreement Template SayProP116-CT048
- SayPro Advertiser App Agreement TemplateSayProP116-CT049
- SayPro Jobs App Recruiter Agreement Template SayProP116-CT050
- SayPro Education App Capacity Building Agreement Template SayProP116-CT051
- SayPro Education Masterclass App Webinar Agreement Template SayProP116-CT052
- SayPro Education Webinar App Webinar Agreement Template SayProP116-CT053
- SayPro Education School App Webinar Agreement Template SayProP116-CT054
- SayPro Education Workshop App Webinar Agreement Template SayProP116-CT055
- SayPro Education Events App Webinar Agreement Template SayProP116-CT056
- SayPro Education Training Course App Webinar Agreement Template SayProP116-CT057
- SayPro Education Training Instructor App Webinar Agreement Template SayProP116-CT058
- SayPro Education Student App Webinar Agreement Template SayProP116-CT059
- SayPro Education Team Building App Webinar Agreement Template SayProP116-CT060
- SayPro Funding Agencies Agreement Template SayProP116-CT061
- SayPro NGO Agreement Template SayProP116-CT062
- SayPro Government Bodies Agreement Template SayProP116-CT063
- SayPro Corporate Agreement Template SayProP116-CT064
- SayPro Sponsorships Agreement Template SayProP116-CT065
- SayPro Research Partnership Agreement Template SayProP116-CT066
- SayPro Community Development Project Partnership Agreement Template SayProP116-CT067
- SayPro Project Collaboration Agreement Template SayProP116-CT068
- SayPro Joint Venture Agreement Template SayProP116-CT069
- SayPro Non-Disclosure Agreement (NDA) Template SayProP116-CT070
- SayPro Copyright Contract Template SayProP116-CT071
- SayPro Intellectual Property Agreement Template SayProP116-CT072
- SayPro Sensitive Data Agreement Template SayProP116-CT073
- SayPro Schools Neftaly Kingdom Leadership Development Projects Agreement Template SayProP116-CT074
- Diepsloot Youth Project and SayPro Corporate Learner Hosting Agreement Template SayProP116-CT075
- Diepsloot Youth Project and SayPro Corporate Learner Workplace Hosting Agreement SayProP116-CT076
- Diepsloot Youth Project and SayPro Corporate Learner Workplace Hosting Agreement SayProP116-CT077
- Southern Africa Youth Project and SayPro Corporate Learner Workplace Hosting Agreement SayProP116-CT078
- Southern Africa Youth Project and SayPro Corporate Learner Hosting Agreement SayProP116-079
- SayPro Driver Appointment Contract SayProP116-080
- SayPro Contract Termination Letter Template (SayProF535-081)
- Daily Reporting Template (SayProF535-01)
4. Contract Lifecycle Management
4.1 Contract Creation and Drafting
- All contracts must be drafted using SayPro-approved templates.
- Contracts must clearly define terms, conditions, obligations, and deliverables.
4.2 Contract Approval and Authorization
- Contracts must be reviewed and approved by the SayPro Legal and Compliance Team.
- Final approval is granted by the Chief Executive Officer Neftaly Malatjie.
4.3 Contract Execution and Storage
- All contracts must be signed by authorized parties.
- Digital and physical copies must be stored securely in the SayPro Contract Repository.
- Project implementation must take place only when written confirmation by the partner/client has been submitted.
- Project implementation must take place only when the funds have been received by SayPro or through authorization by management and the committee.
4.4 Contract Monitoring and Compliance
- Regular reviews ensure contractual obligations are being met.
- Compliance audits are conducted bi-annually.
4.5 Contract Renewal or Termination
- Contracts up for renewal must undergo a performance review.
- Termination clauses must be clearly defined and legally sound.
5. Contract Risk Management
To mitigate risks associated with contractual agreements, SayPro ensures:
- Thorough due diligence on contract parties.
- Clear dispute resolution mechanisms in all agreements.
- Regular legal and financial assessments of ongoing contracts.
6. Compliance with SayPro Standards
All contracts must adhere to:
- SayPro’s Corporate Governance and Ethics Policies.
- Local and international legal frameworks governing contracts.
- Data protection and confidentiality regulations.
7. Monitoring and Review
- The SayPro Legal and Compliance Team oversees contract adherence.
- Quarterly contract performance reports ensure alignment with SayPro’s objectives.
8. Compliance Requirements
To ensure compliance:
- All contract managers and officers must be trained in SayPro’s contract policies.
- Contracts must undergo periodic risk assessments.
- Non-compliance may result in penalties, contract renegotiation, or legal action.
9. Frequently Asked Questions (FAQs)
Q1: Who is responsible for drafting SayPro contracts?
A1: The SayPro Legal and Compliance Team, in collaboration with relevant departments, drafts all contracts.
Q2: Can a contract be modified after signing?
A2: Yes, but all modifications require written consent from all parties and legal approval.
Q3: How are contract disputes handled?
A3: SayPro follows a structured dispute resolution process, including mediation, arbitration, and legal intervention if necessary.
Q4: How often are contracts reviewed?
A4: Contracts are monitored continuously and formally reviewed every six months.
Q5: Where are SayPro contracts stored?
A5: Contracts are stored securely in SayPro’s digital contract management system and physical archives.
Document Code: SayProP116
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 03 March 2025
Next Review Date: 03 August 2025